Recruiting & Office Operations Coordinator

Join us and help shape the future of AI by architecting next-generation knowledge systems.

Values we look for:

• Unwavering Integrity with Purpose: We operate with complete honesty and stay true to our mission. Our work isn't just a job – it's driven by genuine passion and deep alignment with our goals.

• Resourceful Innovation: We thrive in any environment, turning constraints into opportunities. Our ability to adapt and find creative solutions with limited resources sets us apart.

• Exceptional Drive & Execution: We combine sharp intellect with relentless execution. Smart thinking alone isn't enough – we pride ourselves on turning great ideas into real results.

• Elevate & Empower: We believe in collective growth. Success means lifting those around us, sharing knowledge, and helping our teammates reach their full potential.

• Deep Expertise: We value and cultivate deep domain knowledge. True innovation comes from mastering our craft and understanding the nuances of our field.

About the Role

We're seeking a highly organized, detail-oriented and personable professional to support our San Francisco office with a combination of recruiting coordination, office operations, and administrative support. This hybrid role requires a minimum of 3 days per week in our San Francisco office.

ResponsibilitiesRecruiting Coordination (75%)

• Manage full-cycle recruiting logistics including scheduling interviews, coordinating with hiring managers and recruiters, ensuring a smooth candidate experience

• Maintain recruiting pipelines and track candidate status in our ATS (Ashby)

• Coordinate offer processes, reference checks, and onboarding preparations

• Assist with job postings, interview plans and employer branding initiatives

Office Operations (20%)

• Oversee day-to-day office operations including maintaining supplies, managing vendors, and ensuring a productive work environment

• Coordinate in-office meals, events, team gatherings, and meetings

• Serve as the primary point of contact for office-related inquiries and facilities issues

• Support relationships with building management, maintenance, and service providers

General Administrative Support (5%)

• Provide administrative assistance to executives and team leaders as needed

• Manage incoming correspondence and communications

• Support special projects and initiatives as they arise

Qualifications

• 2+ years of experience in recruiting coordination, office management, or administrative support

• Exceptional organizational skills with ability to prioritize and manage multiple tasks

• Strong communication skills and a customer service mindset

• Proficiency with Google Workspace, Microsoft Office, and video conferencing platforms

• Experience with ATS systems and HR processes preferred

• Bachelor's degree preferred but not required with equivalent experience

Requirements

• Minimum 3 days per week in our San Francisco office

• Ability to occasionally work flexible hours to accommodate company needs

• Strong sense of urgency and follow through

• Demonstrated discretion when handling confidential information

Location

Must be local to the San Francisco Bay Area and able to work out of our San Francisco office 3+ days a week.

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

LlamaIndex does not accept unsolicited agency resumes. Please do not forward resumes to our jobs alias, employees, or any other organization location. LlamaIndex is not responsible for any fees related to unsolicited resumes.