Recruiting Coordinator/Operations

About the role

You are responsible for owning the end-to-end candidate journey for fal, ensuring that every interaction reflects the precision and warmth of a high-growth platform. You will architect and maintain the recruiting systems that allow fal to scale its hiring engine without sacrificing speed or quality. This role requires you to manage the operational backbone of talent acquisition, from data integrity in our ATS to the seamless flow of information between hiring teams and candidates. You will be the orchestrator of complex interview logistics across time zones, making sure every technical and logistical detail is handled so interviewers and candidates can focus on the substance of the work. You are expected to not just follow existing processes but to analyze them, identify friction points, and build solutions that improve efficiency and candidate satisfaction over time. Ultimately, you will be the operational engine that helps fal attract, evaluate, and secure the talent needed to power the next generation of AI products.

Key facts

What you'll do

Orchestrate the full interview lifecycle for candidates at fal, coordinating scheduling, logistics, and communication to maintain a frictionless experience.

Maintain rigorous data hygiene in Ashby, auditing our ATS regularly to ensure accuracy, completeness, and consistency across all recruiting pipelines.

Track interview feedback completion with diligence, following up proactively to meet service level agreements and keep hiring decisions moving.

Analyze recruiting metrics such as time-to-fill, interview-to-offer ratio, and source effectiveness, then translate insights into actionable recommendations for the team.

Identify gaps in existing recruiting workflows and propose scalable improvements that enhance efficiency and reduce manual overhead.

Contribute to strategic recruiting initiatives including employer branding, onboarding optimization, and other projects that strengthen our talent ecosystem.

Own the coordination of high-volume interview scheduling across multiple time zones, managing calendars, conflicts, and stakeholder availability.

Serve as the central point of contact for candidates from their first interaction through offer, communicating with professionalism, warmth, and timeliness.

Coordinate all logistical aspects of the interview process, including travel, expenses, room setup, and technical support, ensuring nothing is left to chance.

Leverage Ashby's scheduling tools and automation capabilities to minimize manual work and maximize the efficiency of the recruiting operation.

Requirements

You are based in San Francisco and available to work onsite 5 days a week, ensuring you are fully present to support our in-person culture and collaboration.

You are proficient in Ashby, with strong data hygiene habits and the ability to pull pipeline reports that provide clear visibility into our recruiting performance.

You bring 2+ years of experience as a Recruiting Coordinator or in a similar role, with a track record of working independently and taking ownership of complex tasks.

You have prior experience in a SaaS or tech startup environment, where you have navigated fast-paced priorities and evolving processes.

You are comfortable operating in ambiguous environments where priorities shift quickly, and you maintain composure and productivity under pressure.

You possess strong interpersonal skills, building trust quickly with hiring managers, candidates, and cross-functional partners through clear and empathetic communication.

You are exceptionally organized and detail-oriented, able to juggle multiple open roles and competing demands without dropping any critical tasks.

You have a do-what-it-takes mindset, proactively identifying needs, taking initiative, and ensuring that nothing falls through the cracks without needing constant direction.

Nice to have

Not applicable; the source text contains no preferred but non-essential qualifications or skills.

Practical notes

The role is full-time based in downtown San Francisco, requiring five days on-site per week.

Fal offers visa sponsorship and will assist with relocation to San Francisco for qualified candidates.

The position includes comprehensive benefits such as health, dental, and vision insurance (US).

The compensation range is set between $110,000 and $150,000, supplemented with equity and a comprehensive benefits package.

Candidates must be available to start promptly and align with the operational tempo of a scaling AI infrastructure business.