Talent Operations and Workplace Coordinator

As our Talent Operations and Workplace Coordinator, you're the person who makes the hiring process feel effortless and the SF office feel like the best part of someone's day. You're the first message a candidate gets and the first face they see when they walk in for an onsite, the reason a day of back-to-back interviews lands without a hitch, and the one who notices the office needs restocking before anyone has to ask.

This is a hands-on, in-person role, split mostly between coordinating details for our hiring process and running our office, with occasional support to the broader People Operations team. You'll be in the San Francisco office location two days a week as a baseline, with flexibility to come in more when we have interviews, on-sites meetings, or events happening.

You'll do well here if you like variety, don't mind switching gears a few times a day, and take real pride in the small things that make an office, and a hiring process, feel well run. Bonus points if you're already using AI in your day-to-day and are eager to find smarter, more efficient ways to run our recruiting tools and workflows.

- Own end-to-end interview scheduling across candidates, hiring managers, and interviewers, managing calendars, communications, and every touchpoint along the way

- Coordinate and organize all interview logistics, scheduling, confirmations, reschedules, booking team debrief meetings and more. Serve as the primary point of contact for candidates related to their interview calendar from initial screening through offer, keeping communication warm, professional, and timely.

- Monitor interviewer availability and flag scheduling conflicts early to keep things moving, even across multiple time zones and calendars

- Use Greenhouse ATS's scheduling tools to automate where you can and keep manual work to a minimum

- Maintain accurate candidate records and interview feedback in Greenhouse ATS.

- Support referral coordination and onboarding logistics (paperwork, system access, first-day setup)

- Keep the office tidy, stocked, and running smoothly day to day

- Manage vendor relationships (cleaning, maintenance, food & beverage, security) and hold them to a high standard

- Plan and run in-office events, team lunches, and celebrations, including catering setup and takedown

- Host guests, candidates, and visitors so every visit reflects well on the company

- Support space planning, furniture moves, and office improvement projects

- Manage mail through Stable and distribute to appropriate teams

- Track workplace spend, review invoices, and flag cost-saving opportunities with Finance

- Support health, safety, and emergency preparedness for the office

- Support onboarding and offboarding, including HR system workflows, background checks, I-9s, and related communications

- Field People-related questions on onboarding, HR data, benefits, and employment verifications

- Process employee changes in Rippling and partner with IT and Payroll to keep new hire information accurate

- Provide backup support for time off and time & attendance tracking

- Maintain and update People team documentation as processes change

- 1+ year of experience in office administration, hospitality, or recruiting/human resources setting.

- Experience with Recruiting ATS platforms and HRIS tools a plus. (Greenhouse, Rippling)

- High integrity and good judgment with sensitive information.

- Immigration sponsorship is not available for this position. Applicants must be able to maintain work authorization for the duration of employment without employer sponsorship or employer-provided training plans or attestations (including, for example, the Form I-983 required for STEM OPT).

- A calm, positive attitude, especially when things don't go as planned

- Experience & proficiency using AI tools like Claude or Chat GPT is a huge plus.

- High Deductible Health Plan with Health Savings Account (HSA) option

- Access to coaches and therapists through Modern Health's platform

- Annual Wellness Stipend to use on items that promote your overall well being

- ModSquad Community: Virtual events like active ERGs, holiday themed activities, team-building events and more

* Immigration sponsorship is not available for this position. Applicants must be able to maintain work authorization for the duration of employment without employer sponsorship or employer-provided training plans or attestations (including, for example, the Form I-983 required for STEM OPT).