Recruiting & Office Coordinator

Recruiting & Office Coordinator

Onsite, New York, NY 10007

W2 Contract to Possible Hire

$90k-120k/yr + Benefits

We are seeking a proactive, detail-oriented Recruiting & Office Coordinator to help deliver an exceptional office experience while supporting our growing talent acquisition team. This dynamic, dual-function role combines recruiting operations, interview coordination, and front-desk hospitality in a fast-paced startup environment.

You'll be a key point of contact for candidates and visitors, ensuring seamless interviews, organized recruiting processes, and a welcoming office experience. We're looking for someone who thrives in a high-growth environment, enjoys wearing multiple hats, and takes initiative to improve processes as the company scales.

What You'll Do

Recruiting Coordination & Candidate Experience

• Coordinate interviews, manage complex calendars, and facilitate seamless communication between candidates, recruiters, and hiring teams.
• Serve as a primary point of contact for candidates, providing a welcoming, organized, and professional experience throughout the hiring process.
• Maintain and optimize our Applicant Tracking System (Ashby), ensuring accurate candidate records, consistent documentation, and efficient workflows.
• Anticipate scheduling conflicts, troubleshoot last-minute changes, and keep onsite interviews running smoothly.
• Identify opportunities to streamline recruiting processes, improve efficiency, and enhance the candidate experience.
• Support recruiting metrics, reporting, and employer branding initiatives.

Front Desk & Office Coordination

• Welcome candidates, clients, and visitors, creating a positive and professional first impression.
• Manage visitor check-ins, coordinate building security access, and notify employees of guest arrivals.
• Escort candidates between interview rooms, coordinate room transitions, and ensure visitors feel comfortable and informed.
• Monitor daily interview and visitor schedules, proactively preparing for arrivals and adjusting to changes.
• Serve as a reliable, resourceful point of contact while balancing reception responsibilities with recruiting priorities.

What We're Looking For

• 2+ years of recruiting coordination experience, ideally in a fast-paced or high-growth environment.
• Hands-on experience with Ashby ATS.
• Strong interview scheduling, calendar management, and candidate communication skills.
• Exceptional organization, attention to detail, and accuracy in maintaining ATS/CRM records.
• Excellent written and verbal communication skills with a polished, professional presence.
• Ability to multitask, adapt quickly, and remain composed when priorities shift.
• Proactive, solutions-oriented mindset with enthusiasm for building and improving processes.
• Ability to work onsite in New York City, five days per week.

Nice to Have

• Experience at an early-stage, venture-backed startup.
• Exposure to employer branding, job postings, or candidate sourcing.
• Experience supporting workplace culture, employee engagement, or organizational growth initiatives.

AI Fluency

We believe AI should be a practical part of how work gets done. We're looking for candidates who actively use AI tools to improve productivity, solve problems, streamline workflows, and deliver better results.

You should be comfortable sharing specific examples of how you've used AI in your day-to-day work, including the tools you've leveraged, processes you've improved, and measurable outcomes. We value hands-on experience and a mindset of continuous improvement.