Talent Operations and Workplace Coordinator

Modern Health•San Francisco, CA

6d•$67,200 - $79,000•Hybrid

About The Position

Modern Health is seeking a Talent Operations and Workplace Coordinator to manage the hiring process and office environment. This role is hands-on and in-person, focusing on coordinating hiring details and running the San Francisco office. The position involves occasional support to the broader People Operations team. The ideal candidate enjoys variety, can switch gears quickly, and takes pride in ensuring a well-run office and hiring process. Experience with AI tools for recruiting is a plus. The role requires being in the San Francisco office two days a week, with flexibility to come in more as needed for interviews, meetings, or events.

Requirements

1+ year of experience in office administration, hospitality, or recruiting/human resources setting.
Proficiency in Google Suite and Microsoft Office.
High integrity and good judgment with sensitive information.
Experience in a startup or fast-paced environment.
Must be able to maintain work authorization for the duration of employment without employer sponsorship.
Excellent communication skills, both verbal and written.
Deep attention to detail.
Ability to multitask and shift gears quickly.
A calm, positive attitude, especially when things don't go as planned.
A curious, learning-oriented mindset.

Nice To Haves

Recruiting support experience is a huge plus.
Experience with Recruiting ATS platforms and HRIS tools (Greenhouse, Rippling) is a plus.
Experience & proficiency using AI tools like Claude or Chat GPT is a huge plus.

Responsibilities

Own end-to-end interview scheduling across candidates, hiring managers, and interviewers, managing calendars, communications, and every touchpoint.
Coordinate and organize all interview logistics, including scheduling, confirmations, reschedules, and booking team debrief meetings.
Serve as the primary point of contact for candidates regarding their interview calendar from initial screening through offer.
Monitor interviewer availability and flag scheduling conflicts to ensure smooth progression, even across multiple time zones.
Utilize Greenhouse ATS scheduling tools to automate processes and minimize manual work.
Maintain accurate candidate records and interview feedback in Greenhouse ATS.
Support referral coordination and onboarding logistics, including paperwork, system access, and first-day setup.
Keep the office tidy, stocked, and running smoothly on a day-to-day basis.
Manage vendor relationships (cleaning, maintenance, food & beverage, security) and ensure high standards.
Plan and execute in-office events, team lunches, and celebrations, including catering setup and takedown.
Manage office access, including badge distribution.
Host guests, candidates, and visitors, ensuring a positive company reflection.
Support space planning, furniture moves, and office improvement projects.
Manage mail through Stable and distribute to appropriate teams.
Track workplace spend, review invoices, and identify cost-saving opportunities with Finance.
Support health, safety, and emergency preparedness for the office.
Support onboarding and offboarding processes, including HR system workflows, background checks, I-9s, and related communications.
Field People-related questions regarding onboarding, HR data, benefits, and employment verifications.
Process employee changes in Rippling and collaborate with IT and Payroll for accurate new hire information.
Provide backup support for time off and time & attendance tracking.
Maintain and update People team documentation as processes evolve.
Assist with People team projects as needed.