Recruiting Coordinator

About PermitFlow

PermitFlow is redefining how America builds. We’re an applied AI company serving the nation’s builders, tackling one of the largest information challenges in the economy: understanding what can be built, where, and how. Our AI agent workforce helps the fastest-growing construction companies navigate everything from permitting and licensing to inspections and project closeouts – accelerating housing, clean-energy, and infrastructure development across the country.Despite being a $1.6T industry, construction still suffers from massive delays, wasted capital, and lost opportunity. PermitFlow has already delivered unprecedented speed, accuracy, and visibility to over $20B in development, helping contractors reduce compliance time, de-risk projects, and scale with confidence.As the U.S. enters a new capex supercycle across data centers, factories, housing, and renewables, joining PermitFlow means building the AI infrastructure at the core of every construction project driving the next wave of reindustrialization.We’ve raised over $90M, most recently completing our Series B, from top-tier investors including Accel, Kleiner Perkins, Initialized, Y Combinator, Felicis, and Altos Ventures, with backing from leaders at OpenAI, Google, Procore, ServiceTitan, Zillow, PlanGrid, and Uber.Our HQ is in New York City with a hybrid schedule (3 in-office days per week). We prefer NYC-based candidates or those open to relocation.

Role Overview

We’re looking for a Recruiting Coordinator to support and scale our hiring engine across both technical and GTM teams. This role is central to our execution and will partner closely with recruiters and hiring managers to ensure a fast, high-quality candidate experience.

What You'll Do

• Own end-to-end interview scheduling across technical and GTM roles, managing complex calendars across candidates, interviewers, and leadership with speed and accuracy
• Drive a high-quality candidate experience through clear, timely communication and seamless coordination at every stage
• Partner closely with recruiters and hiring managers to keep pipelines moving efficiently and unblock scheduling or process bottlenecks
• Coordinate all interview logistics (virtual and onsite), ensuring interviews run smoothly and consistently
• Maintain accurate, up-to-date data in our ATS (Ashby) and track scheduling timelines/SLAs
• Identify and implement process improvements to increase efficiency, reduce manual work, and scale recruiting operations

What We're Looking For

• 1+ years of experience in recruiting coordination, recruiting ops, or a similar role, ideally in an early-stage or high-growth tech startup
• Exceptional organizational skills and attention to detail, with the ability to manage high-volume coordination under tight timelines and manage competing priorities
• Clear, concise communicator with a candidate-first mindset
• High ownership and execution-focused - proactively solves problems and drives work forward without close oversight
• Comfortable operating in a fast-paced, evolving environment with ambiguous or changing processes
• Experience with ATS tools (Ashby, Greenhouse, Lever, etc.) and an interest in improving systems and workflows

What We Offer

• Competitive salary and meaningful equity in a high-growth company
• Comprehensive medical, dental, and vision coverage
• Flexible PTO and paid family leave
• Home office & equipment stipend
• Hybrid NYC office culture (3 days in-office/week) with direct access to leadership
• In-Office Lunch & Dinner Provided

PermitFlow provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, sexual orientation, gender identity, gender expression, or family status, as protected by applicable law. We are committed to a diverse and inclusive workforce and welcome people from all backgrounds, experiences, perspectives, and abilities. All employment decisions are based on merit, qualifications, and business needs.

Key skills/competency

• Recruiting Coordination
• Candidate Experience
• ATS Management
• Interview Scheduling
• Process Improvement
• High-Volume Coordination
• Communication Skills
• Organizational Skills
• Recruiting Operations
• Startup Environment