Recruiting and Office Coordinator

Town is building the AI coworker for every team. The role is an extension of the product and team: you own the office experience and operations, the front door, and the interview loops that bring candidates through it. You will own coordination and scheduling for all interviews, often multi-hour onsites with five or six interviewers, and solve operational issues such as desk layout for hiring surges, vendor follow-up, and office supplies. The bar is that nothing gets dropped and no candidate feels like a second priority.

Responsibilities

Be front of house for candidates, vendors, partners, and event guests; Own end-to-end interview scheduling across all open roles, including screens, panels, and full onsite loops, managing interviewer conflicts, reschedules, and time zones; Own day-to-day building operations, including visitor registrations, maintenance requests, and punch-list items; Manage office vendors (snacks and daily lunch, plants, IT and AV), follow up on issues, and own supplies and equipment ordering, reorder cadence, and repairs; Oversee SF office operations and vendors from building access to food to IT; Serve as operational point of contact for candidates (confirmations, prep materials, day-of logistics, travel and expense coordination); Keep Ashby clean and current (stages, interview schedules, feedback SLAs) so pipeline reporting is reliable; Run onsite days (rooms, interviewers, lunch, candidate greeting); Turn signed offers into first-day readiness (desk, equipment, badge, welcome setup, first-week logistics) and manage office access and roster; Support the New York team remotely; Find and fix process gaps in scheduling and office operations

Requirements

Detail-oriented people person who communicates well in person and in writing; Experience in office management, recruiting coordination, or EA/admin work at a startup; Has run complex, multi-interviewer onsite loops and can manage many moving pieces without dropping threads; Fluent in an ATS (Ashby preferred) and Google Calendar, with strong data-hygiene instincts; Writes clearly and warmly to candidates, and confidently to vendors and building management; Based in SF and willing to be in the office five days a week (role only works in person); Self-directed, follows up, and closes the loop

Nice to have

Experience with Ashby ATS (preferred)