People Operations Coordinator

Responsibilities

• Design the first-day schedule and experience for every new hire so they feel welcomed and productive from day one, with a white-glove approach for executive hires
• Set up desks and equipment before day one: laptop, monitor, welcome kit in place; coordinate provisioning, accounts, and tool access with IT
• Coordinate finance onboarding — payroll, benefits enrollment, expense tools, company card — and office access: door access, building entry, and meal program
• Complete required onboarding steps accurately and on time: background checks, I-9 verification, employee records, and HRIS setup
• Identify immigration and visa needs early, route them to the right people, and track them to resolution
• Maintain and continuously improve the onboarding system so every hire gets a consistent, well-run first week
• Support offboarding: recover equipment and remove access

Recruiting Coordination

• Own interview scheduling across multiple open roles so every candidate and interviewer shows up informed, prepared, and on time


• Book travel and host candidates for onsite interviews and work trials, creating a warm, human candidate experience


• Keep candidates and hiring teams informed throughout the process with timely, clear communication


• Maintain Ashby as the single source of truth: stage updates, candidate notes, and pipeline hygiene


• Own scheduling timelines and SLAs, surface risks early, and keep recruiters and hiring managers in the loop

Systems, Culture & Team Operations

• Find smarter, faster ways to run this function, including automating repetitive work with AI tools


• Track open hiring and onboarding tasks and follow through on every commitment


• Contribute to an in-person culture that builds connection across in-office and remote teams


• Help plan and run team onsites and offsites, including attendee logistics and travel


• Take on recruiting operations and sourcing projects as the function grows

What We're Looking For

• 2+ years in recruiting coordination, people operations, HR, or a similar high-volume coordination role
• Proactive coordination: you can juggle many starts, owners, and deadlines without losing the details, and you follow up before anyone has to ask
• Real care for the employee and candidate experience — a warm welcome is built from both thoughtful communication and reliable execution
• Comfort managing background checks, I-9 verification, employee records, and HRIS setup, and handling sensitive information with discretion, including for senior and executive candidates
• Cross-functional follow-through: you make ownership clear and stay with an issue until it's resolved
• Process improvement instinct: you spot recurring gaps in a checklist, handoff, or message and fix them
• Highly skilled in tools like Google Calendar, Slack, and Notion, with demonstrated ability to handle high-volume work efficiently
• AI-native in how you work: you use LLMs and automation to take repetitive work off your plate
• Low ego, high ownership — as willing to improve a workflow as to track down a delayed laptop
• Able to work in person in our San Francisco office

Bonus:

• Experience with Ashby or another modern applicant tracking system


• Experience running onboarding at a fast-growing startup


• Experience coordinating immigration or visa processes with outside counsel

What We Offer

• $90,000–$120,000 base salary + equity
• In-person role in our San Francisco office (501 Folsom St)
• Professional development budget
• Team off-sites and conferences
• A front-row seat to building the infrastructure layer for open AI