Recruiting Coordinator

About Nooks.ai:

Nooks is an applied AI lab building the Agent Workspace for GTM. We design AI agents that operate across the full sales action set, from account strategy to prospect research and outreach. Building 0→1 has never been easier, but selling at the speed of the market remains the last frontier for AI. Our mission is to 10x every seller by automating the busywork so they can focus on what humans do best: closing deals.

Today, over 1,500 customers run on Nooks, including Notion, HubSpot, Cursor, and Rippling. We’ve raised $70M+ from top VCs like Kleiner Perkins, which made its first sales-tech investment in over a decade with us. Since then, we’ve tripled ARR each year for 3 years running and grown a high-caliber team turning the art of sales into a scalable science.

About the role

We’re adding a Recruiting Coordinator to our high-agency Talent team to help us hire exceptional people as Nooks grows. You’ll own day-to-day interview coordination, deliver a thoughtful candidate experience, and keep our recruiting operations organized and running smoothly.

Scheduling is at the heart of this role. You’ll manage complex calendars, coordinate across busy interviewers, and handle changes quickly without losing track of the details. From accurate interview invitations to clear preparation materials, you’ll make sure candidates and interviewers have what they need at every step.

You’ll also be the primary host for candidates visiting Nooks, helping them feel welcomed, prepared, and supported throughout their onsite experience. Behind the scenes, you’ll partner closely with recruiters to maintain our applicant tracking system (ATS), improve workflows, and take on special projects that help the Talent team scale.

We have a lot of building to do and would love to hear what you are passionate about! We can add any special projects to your scope for anything you want to tackle.

This role is contract-to-hire. We are willing to discuss making it a full time role for the right person based on experience and interview feedback.

Primary Responsibilities:

• Own interview scheduling across multiple stakeholders and time zones, ensuring accuracy across calendars, invitations, video links, locations, and interview agendas.

• Anticipate scheduling conflicts, follow up on outstanding availability, and resolve last-minute changes while keeping candidates and interviewers informed.

• Deliver a warm, responsive candidate experience through timely communication, clear instructions, and thoughtful follow-through.

• Coordinate onsite interview logistics, including candidate travel when needed, room reservations, interviewer readiness, and welcoming candidates to the office.

• Maintain accurate candidate records and interview stages in our ATS, supporting reliable reporting, consistent processes, and compliance requirements.

• Partner with recruiters to improve scheduling workflows, create templates and documentation, and identify opportunities to reduce manual work.

• Own special projects across recruiting operations and programs, from improving candidate communications to supporting interviewer training and evaluating new tools.

• Help plan and execute office events, including team-building activities, celebrations, and company meetings.

About you

• You’re highly organized and detail-oriented. You double-check your work and know that a missed calendar update or incorrect interview link can affect someone’s entire experience.

• You can manage competing priorities and shifting schedules while staying calm, responsive, and focused on follow-through.

• You are a culture builder! As the face of the company in many respects for our candidates, you are passionate about giving them a peak into that culture and setting a warm and positive tone.

• You communicate clearly and warmly, making candidates feel welcome and keeping internal partners informed.

• You take ownership, anticipate what needs to happen next, and ask for help early when something could fall through the cracks.

• You’re curious about recruiting operations and enjoy finding better ways to organize information and get work done.

• You handle confidential candidate and employee information with discretion.

• You bring high agency, low ego, and a willingness to support the team wherever you can make an impact.

• You have 1-5 years of experience in recruiting coordination, administration, operations, office management, or a similar role.

• Experience with Ashby or another ATS is helpful but not required.

Compensation:

• Salary: $90,000 - $120,000 (or hourly equivalent for contract)

• Equity is included if made full time

We offer competitive compensation and are committed to pay transparency, equity, and fairness.

Equal Employment Opportunity Statement

Nooks is an equal opportunity employer committed to fostering a diverse and inclusive workforce. We believe in providing equal employment opportunities to all individuals regardless of race, color, religion, gender, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other characteristic protected by law.

Nooks does not discriminate in hiring, promotion, compensation, or any other employment practices, and we are committed to ensuring a workplace that is free from discrimination, harassment, and retaliation. We encourage individuals from all backgrounds to apply and join our team.