Recruiting & Office Coordinator

Job Description

Recruiting & Office Coordinator

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Onsite, New York, NY 10007

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W2 Contract to Possible Hire

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$90k-120k/yr + Benefits

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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.

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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.

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What You'll Do

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Recruiting Coordination & Candidate Experience

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

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

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

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

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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.

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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.