Recruiting Coordinator

About the role

The role is 100% in person and involves owning all interview scheduling across Physical Intelligence's open roles, running Ashby as the system of record, and supporting hiring manager enablement.

Responsibilities

• Coordinate multi-panel onsites, phone screens, and founder rounds across complex calendars with fast turnaround and zero drops.
• Maintain pipeline hygiene, ensure stages/dispositions are accurate, build and maintain reporting dashboards, and generate weekly pipeline updates.
• Be the primary point of contact for candidates from first scheduling touchpoint through offer close, ensuring communication is fast, warm, and consistent at every stage.
• Design scheduling templates, interviewer calibration materials, candidate communication sequences, and feedback collection processes.
• Document everything so it scales beyond you.
• Prep hiring managers for interviews (scorecards, role context), collect and consolidate debrief feedback, and help maintain interviewer training materials.
• Coordinate on-site visits, support recruiting events, and help maintain job postings (ensuring CA pay transparency compliance on all postings).

Requirements

• 1–4 years in recruiting coordination, executive assistance, or high-volume scheduling at a fast-moving company.
• Startup or high-growth experience strongly preferred.

Qualifications

• Insanely meticulous: your attention to detail borders on insufferable.
• Operationally obsessive: scheduling complex multi-panel interviews across time zones and calendars with zero drops is a matter of pride.
• Systems native: fluent in ATS workflows (Ashby preferred), calendar tools, and automation.
• You see a broken process, you fix it.
• Candidate experience first: every touchpoint is fast, warm, clear, and consistent.
• Excellent judgment under pressure: you can triage competing priorities and communicate tradeoffs crisply and calmly.
• Comfortable building from scratch: there is no playbook yet. You will design the coordination workflows, templates, and reporting cadences that become Pi’s recruiting operating system.
• Strong written communication: your candidate emails are clear and error-free. You represent Pi’s culture in every touchpoint.
• High EQ and discretion: you handle sensitive candidate and compensation information with maturity. You understand confidentiality is non-negotiable.

Skills

• Experience coordinating technical hiring (engineering, ML, research) where interview loops are complex, and interviewers are in high demand.
• Experience with Ashby specifically reporting, workflows, and automated scheduling.
• Exposure to offer operations: packet assembly, background checks, I-9 coordination, or onboarding handoff.
• Interest in growing into a recruiting or people ops career.

Benefits

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.