Recruiting Coordinator/Operations

fal is the generative media ecosystem powering the next generation of AI products. We build the infrastructure, tools, and model access that teams need to move from idea to production, and do it at scale without compromise. For developers and enterprises, fal is the foundation that makes generative media not just possible, but practical: a unified platform where high-performance inference, orchestration, and observability come together to unlock new categories of AI-native products.

As generative media reshapes industries across a market projected to grow by hundreds of billions over the next decade, fal is becoming the ecosystem that ambitious teams build on.

We're hiring a Recruiting Coordinator/Operations to help build a best-in-class recruiting engine as we scale. This is a coordination-heavy role, but the scope goes beyond scheduling — you'll own the systems and processes that keep the team organized and moving, and you'll be expected to improve them over time.

You'll help build the processes, documentation, and tooling that grow with us, not just execute the ones that already exist.

• Maintain data integrity across our ATS (Ashby) and recruiting tools, auditing regularly to keep information accurate.
• Track interview feedback completion and follow up to ensure SLA’s are met.
• Keep recruiting documentation and Slack channels up to date.
• Track and analyze key recruiting metrics (time-to-fill, interview-to-offer ratio, source effectiveness) and bring data-driven recommendations to the team.
• Identify process gaps and propose improvements.
• Contribute to broader recruiting initiatives: employer branding, onboarding improvements, and etc.

• Own end-to-end interview scheduling across candidates, hiring managers, and interviewers — managing conflicts, logistics, and every touchpoint.
• Manage high-volume interview coordination across multiple time zones, calendars, and stakeholders while maintaining a world-class candidate experience.
• Coordinate all interview logistics, from travel and expenses to room setup and technical support.
• Serve as the primary point of contact for candidates from initial screening through offer, communicating in a warm, professional, and timely manner.
• Anticipate scheduling bottlenecks: monitor interviewer availability, flag conflicts early, and keep hiring velocity high.
• Use Ashby's scheduling tools to automate where possible and reduce manual work.

• Based in SF and available to work onsite 5 days a week.
• 2+ years of experience as a Recruiting Coordinator or in a similar role, with a track record of working independently.
• Prior experience in a SaaS or tech startup environment strongly preferred.
• Comfortable in fast-moving, ambiguous environments where priorities shift.
• Proficient in Ashby with strong data hygiene habits and comfort pulling pipeline reports.
• Strong interpersonal skills — you build trust quickly with hiring managers, candidates, and cross-functional partners.
• Exceptionally organized and detail-oriented, able to juggle multiple open roles without dropping the ball.
• You have a do-what-it-takes mindset — proactive, detail-oriented, and dependable, with the ability to anticipate needs, take initiative, and ensure nothing falls through the cracks without needing direction.