Talent Operations and Workplace Coordinator

About the Role

As our Talent Operations and Workplace Coordinator, you're the person who makes the hiring process feel effortless and the SF office feel like the best part of someone's day. You're the first message a candidate gets and the first face they see when they walk in for an onsite, the reason a day of back-to-back interviews lands without a hitch, and the one who notices the office needs restocking before anyone has to ask.

This is a hands-on, in-person role, split mostly between coordinating details for our hiring process and running our office, with occasional support to the broader People Operations team. You'll be in the San Francisco office location two days a week as a baseline, with flexibility to come in more when we have interviews, on-sites meetings, or events happening.

You'll do well here if you like variety, don't mind switching gears a few times a day, and take real pride in the small things that make an office, and a hiring process, feel well run. Bonus points if you're already using AI in your day-to-day and are eager to find smarter, more efficient ways to run our recruiting tools and workflows.

What You'll Do:

Recruiting Coordination:

Own end-to-end interview scheduling across candidates, hiring managers, and interviewers, managing calendars, communications, and every touchpoint along the way

Coordinate and organize all interview logistics, scheduling, confirmations, reschedules, booking team debrief meetings and more. Serve as the primary point of contact for candidates related to their interview calendar from initial screening through offer, keeping communication warm, professional, and timely.

Monitor interviewer availability and flag scheduling conflicts early to keep things moving, even across multiple time zones and calendars

Use Greenhouse ATS's scheduling tools to automate where you can and keep manual work to a minimum

Maintain accurate candidate records and interview feedback in Greenhouse ATS.

Support referral coordination and onboarding logistics (paperwork, system access, first-day setup)

SF Office & Workplace:

Keep the office tidy, stocked, and running smoothly day to day

Manage vendor relationships (cleaning, maintenance, food & beverage, security) and hold them to a high standard

Plan and run in-office events, team lunches, and celebrations, including catering setup and takedown

Manage office access including badge distribution

Host guests, candidates, and visitors so every visit reflects well on the company

Support space planning, furniture moves, and office improvement projects

Manage mail through Stable and distribute to appropriate teams

Track workplace spend, review invoices, and flag cost-saving opportunities with Finance

Support health, safety, and emergency preparedness for the office

People Operations Support:

Support onboarding and offboarding, including HR system workflows, background checks, I-9s, and related communications

Field People-related questions on onboarding, HR data, benefits, and employment verifications

Process employee changes in Rippling and partner with IT and Payroll to keep new hire information accurate

Provide backup support for time off and time & attendance tracking

Maintain and update People team documentation as processes change

Pitch in on People team projects as they come up

What You'll Bring/ Requirements:

Experience/Requirements:

1+ year of experience in office administration, hospitality, or recruiting/human resources setting.

Recruiting support experience is a huge plus.

Proficiency in Google Suite and Microsoft Office.

Experience with Recruiting ATS platforms and HRIS tools a plus. (Greenhouse, Ashby, Rippling or Workday for example)

High integrity and good judgment with sensitive information.

Startup or fast-paced environment experience.

Immigration sponsorship is not available for this position. Applicants must be able to maintain work authorization for the duration of employment without employer sponsorship or employer-provided training plans or attestations (including, for example, the Form I-983 required for STEM OPT).

Skills

Excellent communication skills, both verbal and written

Deep attention to detail

Ability to multitask and shift gears quickly

A calm, positive attitude, especially when things don't go as planned

A curious, learning-oriented mindset

Experience & proficiency using AI tools like Claude or Chat GPT is a huge plus.

Benefits

Fundamentals:

Medical / Dental / Vision / Disability / Life Insurance

High Deductible Health Plan with Health Savings Account (HSA) option

Flexible Spending Account (FSA)

Access to coaches and therapists through Modern Health's platform

Generous Time Off

Company-wide Collective Pause Days

Family Support:

Parental Leave Policy

Family Forming Benefit through Carrot

Family Assistance Benefit through UrbanSitter

Professional Development:

Professional Development Stipend

Financial Wellness:

401k

Financial Planning Benefit through Origin

But wait there’s more…!

Annual Wellness Stipend to use on items that promote your overall well being

New Hire Stipend to help cover work-from-home setup costs

ModSquad Community: Virtual events like active ERGs, holiday themed activities, team-building events and more

Monthly Cell Phone Reimbursement

* Immigration sponsorship is not available for this position. Applicants must be able to maintain work authorization for the duration of employment without employer sponsorship or employer-provided training plans or attestations (including, for example, the Form I-983 required for STEM OPT).

Equal Pay for Equal Work Act Information

Please refer to the ranges below to find the starting annual pay range for individuals applying to work remotely from the following locations for this role.

Compensation for the role will depend on a number of factors, including a candidate’s qualifications, skills, competencies, and experience and may fall outside of the range shown. Ranges are not necessarily indicative of the associated starting pay range in other locations. Full-time employees are also eligible for Modern Health's equity program and incredible benefits package. See our Careers page for more information.

Depending on the scope of the role, some ranges are indicative of On Target Earnings (OTE) and includes both base pay and commission at 100% achievement of established targets.

Pay Range

$67,200—$79,000 USD