Recruiting Coordinator

Job description

Who We Are Physical Intelligence is bringing general-purpose AI into the physical world. We are a group of engineers, scientists, roboticists, and company builders developing foundation models and learning algorithms to power the robots of today and the physically-actuated devices of the future. The Team The People team at Pi exists to recruit the world’s best talent and provide them the tools and context to do their life’s best work, removing all barriers, physical or digital, save the immense complexity of the problem at hand. This role is 100% in person. In this role, you will: - Own all interview scheduling across Pi’s open roles: coordinate multi-panel onsites, phone screens, and founder rounds across complex calendars with fast turnaround and zero drops. - Run Ashby as the system of record: maintain pipeline hygiene, ensure stages/dispositions are accurate, build and maintain reporting dashboards, and generate weekly pipeline updates. - Own candidate experience end-to-end: be the primary point of contact for candidates from first scheduling touchpoint through offer close. Ensure communication is fast, warm, and consistent at every stage. - Build and improve recruiting workflows: design scheduling templates, interviewer calibration materials, candidate communication sequences, and feedback collection processes. Document everything so it scales beyond you. - Support hiring manager enablement: prep hiring managers for interviews (scorecards, role context), collect and consolidate debrief feedback, and help maintain interviewer training materials. - Partner on recruiting events and employer brand logistics: coordinate on-site visits, support recruiting events, and help maintain job postings (ensuring CA pay transparency compliance on all postings). What We Hope You’ll Bring - 1–4 years in recruiting coordination, executive assistance, or high-volume scheduling at a fast-moving company. Startup or high-growth experience strongly preferred. - Insanely meticulous: your attention to detail borders on insufferable. - Operationally obsessive: scheduling complex multi-panel interviews across time zones and calendars with zero drops is a matter of pride. - Systems native: fluent in ATS workflows (Ashby preferred), calendar tools, and automation. You see a broken process, you fix it. No permission required. - Candidate experience first: every touchpoint is fast, warm, clear, and consistent. You treat candidates exactly how you would like to be treated. - Excellent judgment under pressure: you can triage competing priorities (exec schedule change, candidate cancellation, a vagabond absconded with your conference room) and communicate tradeoffs crisply and calmly. - Comfortable building from scratch: there is no playbook yet. You will design the coordination workflows, templates, and reporting cadences that become Pi’s recruiting operating system. - Strong written communication: your candidate emails are clear and error-free. You represent Pi’s culture in every touchpoint. - High EQ and discretion: you handle sensitive candidate and compensation information with maturity. You understand confidentiality is non-negotiable. Bonus Points - Experience coordinating technical hiring (engineering, ML, research) where interview loops are complex, and interviewers are in high demand. - Experience with Ashby specifically reporting, workflows, and automated scheduling. - Exposure to offer operations: packet assembly, background checks, I-9 coordination, or onboarding handoff. - Interest in growing into a recruiting or people ops career. This role has clear upward trajectory at a company that promotes from within. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.