Talent & Workplace Coordinator

Charta Health • San Francisco, CA

18d • Onsite

About The Position

Charta Health is building an AI-powered operating system for modern healthcare organizations, streamlining revenue cycle, clinical operations, and administrative workflows. The Talent & Workplace Coordinator will serve as an operational backbone for hiring and a key contributor to candidate and employee experiences. This is an everyday, in-office position at the company’s headquarters in SoMa, San Francisco.

The role focuses primarily on candidate scheduling and interview logistics (approximately 50%) and talent operations in Ashby (approximately 30%), with the remaining time supporting workplace operations and new-hire experience (approximately 20%). The coordinator will manage complex interview schedules, maintain and improve Ashby configuration and workflows, keep recruiting data accurate, document and automate processes, and help ensure the San Francisco office runs smoothly. The position requires strong self-management, attention to detail, rapid learning, resourcefulness, and a thoughtful customer-service approach. It offers a potential launchpad into Talent Operations, full-cycle Recruiting, Facilities, or People Operations.

Requirements

• 2–4 years of relevant experience in recruiting coordination, talent or recruiting operations, People Operations, or a high-volume scheduling and operations role.
• Hands-on experience running interview scheduling and hiring workflows in Ashby; ideally includes administrator-level configuration of interview plans, scorecards, templates, and automations.
• Willingness to work on-site Monday through Friday at the headquarters in SoMa, San Francisco.
• Demonstrated systems mindset, including documenting processes, addressing root causes rather than repeating workarounds, and automating repeatable work.
• Exceptional attention to detail and flawless calendar management, including the ability to catch errors across time zones and multi-interviewer loops.
• Proactive, resourceful, and self-managing approach, with the ability to learn quickly, take ownership, and navigate ambiguity independently.
• Thoughtful, empathetic, service-driven approach toward candidates, interviewers, and employees, with strong written communication.
• Ability to lift and move objects up to 50 lbs as required for office inventory, deliveries, desk setups, and event staging.

Nice To Haves

• Prior experience in an early-stage, fast-paced startup environment.
• Experience supporting high-volume technical or engineering hiring.
• Experience with Rippling (HRIS).
• Experience building recruiting reports or dashboards, or using workflow tools such as Zapier or Slack workflows to automate tasks.
• Basic knowledge of workplace safety, building compliance, and health standards, such as OSHA guidelines.

Responsibilities

• Coordinate end-to-end candidate interview schedules across complex, multi-stage, multi-interviewer onsite and remote panels in Ashby, including coordination with the NYC office.
• Ensure accurate interviewer assignments, calendar invitations, meeting links, and role-specific instructions for candidates and interviewers.
• Respond to candidate inquiries and rescheduling requests, greet in-person candidates, coordinate travel when needed, and provide a thoughtful candidate experience.
• Partner with recruiters, hiring managers, and interviewers to keep interview loops efficient and aligned; track interviewer availability and load and follow up on timely feedback.
• Schedule candidates promptly and keep hiring teams informed of logistics.
• Administer Ashby by configuring job openings, interview plans, scorecards, email templates, custom fields, and stages.
• Design, build, and maintain Ashby workflows and automations to reduce manual scheduling and prevent errors; identify additional automation opportunities.
• Build and run quality checks for scheduling, including invite audits, interviewer assignments, and role-to-loop mapping.
• Maintain accurate recruiting pipeline data and create recurring reports on stage conversion, time-to-schedule, interviewer load, and source tracking.
• Document hiring processes in clear playbooks and a single source of truth; train recruiters, interviewers, and hiring managers on Ashby processes.
• Coordinate with Ashby support and evaluate and connect related tools, including calendar and Slack tools.
• Support offer-to-start logistics, including new-hire day-one communications, desk and equipment setup, and welcome swag.
• Manage day-to-day San Francisco office operations, including kitchen and snack stocking, team lunches, shared spaces, and desk management.
• Manage relationships with building management, caterers, furniture suppliers, and maintenance technicians.
• Help plan celebrations and events for milestones, birthdays, work anniversaries, bi-weekly Friday treats, monthly events, and company holiday parties.
• Assist with seating charts, furniture procurement, and IT equipment inventory, including laptops, monitors, and peripherals.
• Lift and move objects up to 50 lbs as needed for office inventory, package deliveries, desk setups, and event staging.

Benefits

• Competitive salary and comprehensive benefits package, including health, dental, vision, and life insurance.
• Team dinners and snacks in the office.
• Growth opportunities in a fast-paced, innovative tech startup.
• Equity.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed