Recruiting and Office Coordinator

About the role

Our office is an extension of our product and team. When it's running well, candidates walk into a place that's clearly on top of things, new hires have a desk and a badge on day one, and the team gets to focus on their work. You own that: our office experience and operations, our front door—and the interview loops that bring people through it.

You'll own coordination and scheduling for all interviews (often multi-hour onsites with five or six interviewers, rooms, lunch, and a candidate who flew in that morning, of course!) In the same week you'll be solving desk layout for a hiring surge, chasing a vendor, and making sure the fridge isn't empty. The bar is simple: nothing gets dropped, and no candidate ever feels like they're the second thing on your list.

What you'll do

• Be front of house — for candidates, vendors, partners, and event guests. You're the first person anyone meets when they walk in.

• Own end-to-end interview scheduling across every open role — screens, panels, and full onsite loops — managing interviewer conflicts, reschedules, and time zones without losing hiring velocity.

• Own the building day to day: visitor registrations in the building portal, maintenance requests, and punch-list items across our office suites.

• Manage the office vendors — snacks and daily lunch, plants, IT and AV — and be the person who follows up when something isn't working. Most of this work runs through vendors; you manage them and fill the gaps. Own supplies and equipment: ordering, reorder cadence, and scheduling repairs and service.

• Manage the space they walk into: our SF office operations and the vendors behind it, from the building to access to food to IT. Most of this work runs through vendors — you oversee them and fill the gaps.

• Be the operational point of contact for candidates: confirmations, prep materials, day-of logistics, travel and expense coordination, and a fast, warm reply every time.

• Keep Ashby clean and current — stages, interview schedules, feedback SLAs — so pipeline reporting is trustworthy without anyone reconstructing it by hand.

• Run onsite day-of: rooms booked and named, interviewers on time, lunch staffed and ordered, candidate greeted and never left sitting alone.

• Turn a signed offer into a real first day: desk, equipment, badge, welcome setup, and first-week logistics. Own ongoing office access and our roster.

• Support our New York team remotely — The NYC team routes to you directly.

• Find and fix the process gaps. If scheduling or the office is breaking at 40 people, redesign it before it breaks at 80.

You might thrive here if you

• Are a detail-oriented people person who communicates well in person and in writing.

• Have experience in office management, recruiting coordination, or EA/admin work at a startup.

• Have run complex, multi-interviewer onsite loops and can hold a dozen moving pieces without a single dropped thread.

• Are fluent in an ATS (Ashby preferred) and Google Calendar, and have strong data-hygiene instincts.

• Write clearly and warmly to candidates, and confidently to vendors and building management.

• Are in SF and want to be in the office five days a week — this role only works in person.

• Self-directed: you find the work, you follow up, and you close the loop.