Recruiting Coordinator

About the role

You are the welcoming presence that candidates encounter from the moment they consider joining Factory. You own the end to end experience of every interaction so that candidates feel guided and supported at each stage. You are the trusted partner who keeps our hiring teams focused by removing obstacles and maintaining momentum. You bring a human touch to every email, call, and visit to ensure people feel at ease. You manage a complex web of appointments and details without missing a beat. You protect the confidentiality of our people and our process. You are the steady hand that makes the machinery of hiring feel smooth and transparent.

Key facts

What you'll do

Orchestrate the complete scheduling journey for interviews, aligning calendars and expectations so that candidates and interviewers arrive prepared and on time.

Welcome candidates into our offices, manage their onsite journey, and craft a human centered experience that leaves a lasting positive impression.

Serve as the primary communication hub by providing timely, warm, and transparent updates to candidates and internal stakeholders throughout every phase.

Collaborate dynamically with recruiters, interviewers, and hiring managers to anticipate needs, resolve issues in real time, and sustain a steady flow of activity.

Guard the accuracy and completeness of applicant tracking system data, ensuring records reflect the current state of every candidate.

Coordinate complex logistics including interview slots, room reservations, equipment, and special requirements with precision and care.

Utilize tools like Google Calendar, Guide, Ashby, Slack, and Notion to manage high volume tasks, automate where possible, and maintain clarity.

Handle sensitive conversations and executive interactions with poise, using discretion and professionalism at all times.

Support interviewers by preparing materials, confirming details, and removing last minute barriers so they can focus on the conversation.

Act as the central point for troubleshooting scheduling conflicts and changes, keeping all parties informed and respected.

Maintain a clean, organized, and efficient office environment for candidates and teams, reflecting the values of the Factory brand.

Continuously look for ways to improve the candidate journey, identifying patterns and suggesting improvements to process and tooling.

Partner closely with the recruiting team to ensure a consistent, high quality experience whether interactions happen online or in person.

Be the person who notices when something is off and proactively steps in to make the process smoother for everyone involved.

Requirements

Bring 1 to 2 years of experience in recruiting, human resources, or coordination roles, with internships and entry level backgrounds welcomed.

Demonstrate strong organizational and time management abilities, paying careful attention to detail even when managing competing demands.

Handle confidential information with discretion and respect privacy in every interaction.

Feel comfortable using applicant tracking systems and recruitment technologies to support efficient workflows.

Show advanced proficiency with tools including Google Calendar, Guide, Ashby, Slack, and Notion while managing high volume tasks.

Approach senior and executive level candidates with the care and professionalism they deserve, using discretion in all communications.

Commit to following established processes while also thinking critically about how to improve them over time.

Nice to have

Experience with Ashby is a bonus that can help you move faster and support the team more effectively.

Practical notes

This position is based in our San Francisco office and we are not considering remote applications at this time.

The schedule requires your full time commitment during standard business hours, with flexibility to support occasional after hours coordination when necessary.

You must be able to work on site in San Francisco and navigate the commute reliably.

This role involves regular interaction with candidates at all levels, including sensitive senior and executive appointments.

You should be prepared to adapt quickly to changing priorities and support the team during peak hiring cycles.

Success in this role depends on your ability to manage multiple deadlines, communicate clearly, and maintain a high standard of accuracy.

You will represent Factory with professionalism and warmth in every interaction, whether virtual or in person.