Recruiting Coordinator & Administrative Support (contract-to-hire)

Atomic Machines is seeking a highly organized and proactive Recruiting Coordinator / Administrative Assistant to support our growing recruiting and recruiting leadership team in our Santa Clara office. This high-visibility role combines candidate coordination with administrative support, helping deliver an exceptional candidate experience while keeping recruiting operations running smoothly behind the scenes.

You’ll partner closely with the Head of Strategic Growth and broader recruiting team to manage interview scheduling, candidate logistics, calendaring, travel coordination, and day-to-day operational support. You’ll also help coordinate team events, offsites, and other recruiting-related activities as needed. Success in this role requires exceptional attention to detail, strong communication skills, sound judgment, and the ability to stay organized in a fast-paced environment.

As one of the first points of contact for many candidates, you’ll play an important role in shaping how people experience Atomic Machines. We’re looking for someone who is thoughtful, reliable, solutions-oriented, and excited to support a high-performing team.

This is a 90-day contract role with the potential to convert to full-time based on performance and business needs.

What You’ll Do

• Coordinate and schedule interviews across multiple teams, offices, and time zones with a high degree of accuracy and professionalism.
• Manage candidate logistics for onsite, virtual, and hybrid interviews across the Emeryville and Santa Clara offices.
• Partner closely with recruiters, hiring managers, and interview teams to ensure a smooth and efficient hiring process.
• Serve as a primary point of contact for candidates, delivering a thoughtful and seamless experience throughout the interview process.
• Support the Head of Strategic Growth with calendar management, meeting coordination, administrative support, and operational follow-through.
• Provide general coordination and administrative support across the recruiting and people teams as needed.
• Assist with team events, offsites, onsite activities, and other recruiting-related logistics.
• Proactively manage scheduling conflicts, last-minute changes, and other operational needs with urgency and attention to detail.
• Maintain candidate tracking systems, interview schedules, recruiting documentation, and internal resources.
• Coordinate candidate travel arrangements and onsite visit logistics as needed.
• Use Greenhouse, Google Calendar, and Google Workspace tools to support recruiting coordination and team operations.
• Support recruiting operations projects and process improvements.

What You’ll Need:

• 1–3 years of administrative, office coordination, or recruiting support experience (startup or high-growth environment a plus).
• Mastery of Google Workspace (especially Calendar, Docs, and Sheets).
• Excellent organizational and multitasking skills, with strong attention to detail to ensure reliability and accuracy.
• Sound judgment, professionalism, and a proactive, solutions-oriented mindset.
• Excellent verbal and written communication skills.
• Comfort working both independently and collaboratively across teams.
• Pride in creating smooth, efficient workflows.