Talent & Workplace Coordinator

About Charta Health

In an industry where the focus should rightly be on delivering quality care to patients, healthcare providers remain burdened by the complexities of non-clinical operations. Charta is changing that. We're building the operating system for modern healthcare organizations. Our AI platform streamlines critical workflows across revenue cycle, clinical operations, and administrative functions, helping providers and payers operate more efficiently and deliver better patient care. Backed by Bain Capital Ventures, Charta is on a mission to make every healthcare dollar accountable and every chart accurate, reimagining healthcare infrastructure from the ground up. About the Role

We are looking for an organized, systems-minded, and empathetic Talent Operations & Workplace Coordinator to be the operational backbone of our hiring process and the heart of our candidate experience. This is an everyday, in-office role based at our HQ in SoMa, San Francisco. In this role, your primary focus will be owning candidate scheduling and interview logistics (~50%) and running our talent operations in Ashby (~30%), while also supporting the day-to-day workplace and new-hire experience at our San Francisco headquarters (~20%). You will make our hiring process reliable: complex interview loops that run without errors, Ashby configured and clean, and processes that are documented and automated rather than held in people's heads. This position requires high self-management, rapid context-switching, thoughtful execution, and a fast learning curve. We do not expect you to know everything on day one, but we value curiosity, fast execution, resourcefulness, and exceptional attention to detail. Whether you are coordinating a multi-interviewer onsite, building a new automation in Ashby, or welcoming a new hire on their first day, you bring a strong customer service mindset and the initiative to scale and automate as we grow. This role is a natural launchpad into Talent Operations, full-cycle Recruiting, Facilities, or People Operations. Why You'll Love This Role

You will have a front-row seat to building talent pipelines and team culture as an early member of a forming People team at a fast-growing health-tech startup. You will have real input, tons of ownership, high impact, and a clear view of how your work directly shapes the company. You will also shape how we hire: how interview loops are set up in Ashby, which workflows get automated, and what our process documentation looks like as we scale. You will work cross-functionally with hiring managers, recruiters, interviewers, and candidates, serving as a trusted brand ambassador for Charta. If you thrive on learning new systems quickly, making people's days brighter, taking pride in seamless logistics, and navigating shifting priorities with ease, you will love it here. What You'll Do

Candidate Scheduling & Experience (~50%)

End-to-End Scheduling:

Coordinate and manage candidate interview schedules across complex, multi-stage, multi-interviewer onsites and remote panels in Ashby, including coordination with our NYC office.

Error-Free Execution:

Own the details that make loops run cleanly: correct interviewer assignments, accurate invites and links, and clear role-specific instructions for every candidate and interviewer.

Candidate Experience:

Serve as the primary point of contact for candidate inquiries and reschedules, greet candidates on arrival for in-person interviews at our HQ, coordinate candidate travel when needed, and deliver a thoughtful candidate journey.

Interviewer & Hiring Manager Partnership:

Partner closely with recruiters, hiring managers, and interviewers to keep loops efficient and aligned, track interviewer availability and load, and make sure feedback is submitted on time.

Responsiveness:

Keep turnaround tight, so candidates are scheduled quickly and hiring teams never wait on logistics.

TA Operations & Ashby (~30%)

Ashby Administration:

Serve as our day-to-day Ashby expert and primary admin contact, owning the configuration of job openings, interview plans, scorecards, email templates, custom fields, and stages so every candidate lands in the right process.

Workflow Automation:

Design, build, and maintain Ashby workflows and automations that remove manual scheduling steps and prevent errors, and find new opportunities to automate as we scale.

Scheduling Quality Control:

Build and run checks that catch scheduling mistakes before candidates and interviewers do, such as invite audits, interviewer assignments, and role-to-loop mapping.

Data Hygiene & Reporting:

Keep pipeline data accurate and build the recurring reports our recruiting team relies on, including stage conversion, time-to-schedule, interviewer load, and source tracking.

Documentation & Enablement:

Turn scattered process knowledge into clear playbooks and a single source of truth, and train recruiters, interviewers, and hiring managers on how our hiring process runs in Ashby.

Vendor & Tooling Partner:

Work with Ashby's support team, and evaluate and connect the tools around it (calendar, Slack, and others) to keep our hiring stack running smoothly.

Workplace & New-Hire Experience (~20%)

New-Hire Logistics:

Support offer-to-start logistics with our People team, including new-hire day 1 communications, desk and equipment setup, welcome swag

Day-to-Day Office Operations:

Keep our SF HQ running smoothly, including daily kitchen and snack stocking, team lunches, shared spaces, and desk management.

Vendor & Facilities Management:

Own relationships with building management, caterers, furniture suppliers, and maintenance technicians.

Culture & Milestones:

Help plan how we celebrate milestones, birthdays, and work anniversaries, from bi-weekly Friday treats to monthly events and company holiday parties.

Space, Hardware & Inventory:

Assist with seating charts, furniture procurement as the team scales, and IT equipment inventory (laptops, monitors, peripherals).

Must-Haves

2–4 Years of Relevant Experience:

Background in recruiting coordination, talent or recruiting operations, or a high-volume scheduling and operations role.

Ashby Superuser:

Hands-on experience running interview scheduling and hiring workflows in Ashby, ideally including admin-level configuration of interview plans, scorecards, templates, and automations.

Full-Time In-Office Presence:

Willingness to work on-site Monday through Friday at our HQ in SoMa, San Francisco

Systems Mindset:

A track record of documenting processes, fixing root causes instead of repeating workarounds, and automating repeatable work.

Exceptional Attention to Detail:

Flawless calendar management and the ability to catch errors before they reach a candidate, across time zones and multi-interviewer loops.

Resourceful & Self-Managing:

A proactive problem solver who learns new things rapidly, takes high ownership, and navigates ambiguity independently.

Customer Service Mindset:

Thoughtful, empathetic, and service-driven toward candidates, interviewers, and employees, with strong written communication.

Physical Requirement:

Ability to lift and move objects up to 50 lbs as required for office inventory, package deliveries, desk setups, and event staging.

Nice-to-Haves / Bonus Points

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 general workplace safety, building compliance, and health standards (such as OSHA guidelines).

Our Commitment to Diversity

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.