Recruiting and Office Coordinator
Town.com · San Francisco, CA
Owns interview scheduling and coordination across all open roles, plus day-to-day office operations at the San Francisco office. Manages vendors, front-of-house presence, candidate logistics, and new hire onboarding setup, and supports the New York team remotely.
What you'll do
- Own end-to-end interview scheduling, from screens to full onsite loops
- Serve as front of house for candidates, vendors, and guests
- Manage office vendors, supplies, building requests, and equipment
- Keep Ashby stages, schedules, and feedback SLAs clean and current
- Prepare new hire desks, equipment, badges, and first-week logistics
Requirements
- Detail-oriented with strong in-person and written communication
- Experience in office management, recruiting coordination, or EA/admin work at a startup
- Experience running complex multi-interviewer onsite loops
- Fluent in an ATS and Google Calendar with strong data hygiene
- Clear, warm writing to candidates and confident communication with vendors and building management
- Based in SF and able to be in the office five days a week
- Self-directed and follows through
Nice to have
- Experience with Ashby
Skills
Outlined skills are listed as required.
Full original description
About Town
Town is building the AI coworker for every team. Everyone gets their own Townie, an AI assistant that learns how you work (your voice, judgment, relationships, and priorities) and does real work on your behalf across email, calendar, docs, Slack, and CRM. Townies don't wait to be prompted. They observe, learn, and act. And because every teammate has one, Townies can ask each other questions and hand off work, so the whole team moves faster together.
Four months after our public launch, we became a $1B company. We recently raised a $108M Series B, co-led by Forerunner Ventures and Menlo Ventures, with continued support from Andreessen Horowitz, First Round Capital and angels such as Zach Perret, Soleio Cuervo, Scott Belsky, and more. Our founders, Jean-Denis and Tony, previously led EPD at Plaid and applied AI product at Google.
About the role
Our office is an extension of our product and team. When it's running well, candidates walk into a place that's clearly on top of things, new hires have a desk and a badge on day one, and the team gets to focus on their work. You own that: our office experience and operations, our front door—and the interview loops that bring people through it.
You'll own coordination and scheduling for all interviews (often multi-hour onsites with five or six interviewers, rooms, lunch, and a candidate who flew in that morning, of course!) In the same week you'll be solving desk layout for a hiring surge, chasing a vendor, and making sure the fridge isn't empty. The bar is simple: nothing gets dropped, and no candidate ever feels like they're the second thing on your list.
What you'll do
Be front of house — for candidates, vendors, partners, and event guests. You're the first person anyone meets when they walk in.
Own end-to-end interview scheduling across every open role — screens, panels, and full onsite loops — managing interviewer conflicts, reschedules, and time zones without losing hiring velocity.
Own the building day to day: visitor registrations in the building portal, maintenance requests, and punch-list items across our office suites.
Manage the office vendors — snacks and daily lunch, plants, IT and AV — and be the person who follows up when something isn't working. Most of this work runs through vendors; you manage them and fill the gaps. Own supplies and equipment: ordering, reorder cadence, and scheduling repairs and service.
Manage the space they walk into: our SF office operations and the vendors behind it, from the building to access to food to IT. Most of this work runs through vendors — you oversee them and fill the gaps.
Be the operational point of contact for candidates: confirmations, prep materials, day-of logistics, travel and expense coordination, and a fast, warm reply every time.
Keep Ashby clean and current — stages, interview schedules, feedback SLAs — so pipeline reporting is trustworthy without anyone reconstructing it by hand.
Run onsite day-of: rooms booked and named, interviewers on time, lunch staffed and ordered, candidate greeted and never left sitting alone.
Turn a signed offer into a real first day: desk, equipment, badge, welcome setup, and first-week logistics. Own ongoing office access and our roster.
Support our New York team remotely — The NYC team routes to you directly.
Find and fix the process gaps. If scheduling or the office is breaking at 40 people, redesign it before it breaks at 80.
You might thrive here if you
Are a detail-oriented people person who communicates well in person and in writing.
Have experience in office management, recruiting coordination, or EA/admin work at a startup.
Have run complex, multi-interviewer onsite loops and can hold a dozen moving pieces without a single dropped thread.
Are fluent in an ATS (Ashby preferred) and Google Calendar, and have strong data-hygiene instincts.
Write clearly and warmly to candidates, and confidently to vendors and building management.
Are in SF and want to be in the office five days a week — this role only works in person.
Self-directed: you find the work, you follow up, and you close the loop.