Recruiting Coordination and Operations Specialist

Thinking Machines Lab's mission is to empower humanity through advancing collaborative general intelligence. They are seeking a Recruiting Coordinator to help build a best-in-class recruiting engine, focusing on maintaining data integrity, managing candidate scheduling, and improving recruiting processes.

Responsibilities:

• Maintain data integrity across our ATS and recruiting tools - audit regularly and keep things accurate
• Support talent mapping, referral processing, inbound application triage, and recruiting events
• Track interview feedback completion and follow up to make sure nothing stalls
• Identify process gaps and propose improvements - this role is expected to make the function better, not just execute
• Collect, organize, and audit interview feedback to ensure nothing gets lost or delayed
• Maintain up-to-date recruiting information in documentation and in Slack, support data integrity across recruiting systems
• Manage high-volume interview coordination across multiple time zones, calendars, and stakeholders while maintaining a world-class candidate experience
• Coordinate all interview logistics, from travel and expenses to room setup and technical support
• Serve as the main point of contact for candidates, communicating in a warm, professional, and informative manner from initial screening through offer
• Anticipate scheduling bottlenecks before they happen: monitor interviewer availability, flag conflicts early, and keep hiring velocity high
• Scale interviewer pools by partnering with teams to identify, train, and prepare new interviewers as hiring volume grows
• Use modern scheduling tools (e.g., Greenhouse, ModernLoop) to automate scheduling, reduce manual work, and improve response speed