Job Description

About the Role

Machina Labs is looking for an experienced Talent Operations Coordinator to join our growing Talent team and help build the recruiting infrastructure behind our next phase of growth.

This role combines two equally important areas of ownership: delivering an exceptional, high-touch candidate experience through interview coordination and helping us build the systems, processes, and tools that make recruiting more effective and scalable.

You’ll own interview scheduling and candidate logistics for our recruiting team while also playing a meaningful role in how Talent operates day-to-day. That includes documenting and improving recruiting processes, optimizing our ATS and recruiting technology, maintaining high-quality data and workflows, and helping hiring teams adopt new tools and ways of working.

We’re looking for someone who has already operated in a fast-paced recruiting environment and understands what great looks like.

What You'll Do

Candidate Coordination & Experience

• Own complex interview scheduling and coordination across multiple recruiters, hiring teams, and roles
• Coordinate candidate travel, onsite logistics, interview days, and other details that contribute to a high-quality candidate experience
• Serve as a trusted point of contact for candidates throughout the interview process, ensuring communication is timely, thoughtful, and clear
• Partner closely with recruiters and hiring managers to anticipate scheduling challenges, resolve issues quickly, and keep hiring processes moving
• Continuously look for opportunities to improve the candidate and interviewer experience

Talent Operations

• Document, build, and continuously refine scalable recruiting processes, SOPs, templates, and frameworks that balance speed, consistency, and candidate experience
• Own and optimize the day-to-day administration of our ATS and broader recruiting technology stack, including workflows, templates, job setup, user access, system hygiene, and data integrity
• Identify process bottlenecks and recurring friction for recruiters, hiring managers, and interviewers and help design practical solutions
• Support the rollout and adoption of new recruiting tools, processes, and workflows through clear documentation, training, and change management
• Maintain job postings and ensure roles and recruiting information remain accurate across internal and external systems

What We're Looking For

• 4+ years of experience in recruiting coordination, recruiting operations, talent operations, or a similar role
• Experience supporting a high-volume or highly technical recruiting organization in a high-growth startup or similarly fast-paced environment
• Strong experience working within an ATS and an understanding of recruiting workflows, data hygiene, and system administration
• Demonstrated experience improving recruiting processes, documenting workflows, or helping implement new tools and ways of working
• Exceptional organization and attention to detail, with the ability to manage complex scheduling and competing priorities
• Strong judgment and the ability to independently troubleshoot problems and determine the best path forward
• A process-oriented mindset and a natural instinct to ask how something can be made simpler, faster, or more effective
• A high degree of ownership and comfort operating in an environment where not every process has already been defined

Bonus Points For

• Experience helping build or scale recruiting operations at an early-stage company
• Experience implementing or administering an ATS
• Experience supporting technical, engineering, or manufacturing recruiting

*This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required for this role. Duties and responsibilities may change based on business needs.

Machina Labs is an Affirmative Action and Equal Employment Opportunity employer and considers all applicants for employment without regard to race, color, religion, sex, gender identity, gender expression, sexual orientation, national origin, age, disability, or status as a protected veteran in accordance with state and federal law.

We endeavor to make the job application process accessible to any and all users. If you have a disability that impacts your ability to complete the job application process and would like to request assistance or a reasonable accommodation, please contact us at (888)444-9777. This contact information is for accommodation requests only, not to inquire about the status of applications.