Onboarding and Recruiting Coordinator

About Us:

Ambience Healthcare is the leading AI platform for documentation, coding, and clinical workflow, built to reduce administrative burden and protect revenue integrity at the point of care. Trusted by top health systems across North America, Ambience’s platform is live across outpatient, emergency, and inpatient settings, supporting more than 100 specialties with real-time, coding-aware documentation. The platform integrates directly with Epic, Oracle Cerner, athenahealth, and other major EHRs. Founded in 2020 by Mike Ng and Nikhil Buduma, Ambience is headquartered in San Francisco and backed by Oak HC/FT, Andreessen Horowitz (a16z), OpenAI Startup Fund, Kleiner Perkins, and other leading investors.

Join us in the endeavor of accelerating the path to safe & useful clinical super intelligence by becoming part of our community of problem solvers, technologists, clinicians, and innovators.

The Role:

We’re looking for an exceptionally organized, warm, and high-ownership Onboarding & Recruiting Coordinator to shape the first impression every new hire and candidate has of Ambience. In this deeply operational and highly visible role, you’ll run the end-to-end logistics that power our onboarding cohorts and onsite interview experience — ensuring every detail is polished, every presenter is prepared, and every new hire feels welcomed and supported from day one.

You’ll serve as the connective tissue across People, Recruiting, Onboarding, and hiring teams, keeping materials accurate, programs running smoothly, and communications crisp. This is a high-slope role ideal for someone who thrives in fast-moving environments, loves building structure, and is energized by hosting, problem-solving, and creating memorable experiences.

This role offers strong growth potential into People Operations, Recruiting, Programs, or other operational paths as we scale.

(SF based, 4-5 days a week onsite)

What You’ll Do:

Support Recruiting Coordination

• Host onsite candidates and manage all interview-day logistics — greetings, rooms, meals, timing.

• Partner with recruiters to support scheduling and maintain speed-to-schedule expectations.

• Keep hiring processes, interviewer materials, and operational documentation up-to-date in Notion.

• Track improvements, maintain templates, and strengthen operational systems across Talent.

Run Seamless Onboarding Cohorts

• Own all onboarding logistics — calendars, sequencing, timing, presenter coordination, room setups, and live troubleshooting.

• Ensure materials are current, presenters are aligned, and sessions run smoothly end-to-end.

• Manage lunch logistics, onsite support, equipment setup, and real-time operational needs.

• Upload session recordings, maintain trackers, and keep all prep workflows on schedule.

Maintain Accurate, High-Quality Content

• Build and update the onboarding compilation deck before each cohort.

• Keep agendas, org charts, session materials, and links accurate, consistent, and polished.

• Perform quality checks, flag inconsistencies, request revisions, and coordinate backup presenters.

• Maintain onboarding documentation in Notion, including templates, checklists, SOPs, and tool instructions.

Create a Warm, High-Touch Experience

• Send thoughtful welcome emails, pre-reads, and session materials to new hires.

• Coordinate cohort social events, founder dinners, and team gatherings.

• Prepare fun facts, pre-reads, and contextual information for presenters and leaders.

• Send post-program surveys and drive continuous improvement based on feedback.

Who You Are:

Meticulously Organized & Detail-Oriented

You thrive in structured systems, catch inconsistencies instantly, and take pride in polished materials.

Calm, Flexible, and Solutions-Oriented

You adapt quickly when plans shift, problem-solve in real time, and stay steady under pressure.

High Ownership with a Builder Mindset

You take initiative, anticipate needs, and follow through completely — always raising the bar.

Systems Thinker

You build repeatable workflows, document processes clearly, and help others operate with confidence.

Warm, Clear Communicator

You create welcoming experiences and partner with presenters, leaders, and candidates with professionalism and empathy.

Comfortable with Onsite Execution

You enjoy being physically present, hosting, setting up spaces, and working hands-on to ensure program success.

Qualifications

• 0–3 years in coordination, People Ops, Recruiting, HR, or similar operational roles

• Excited to be onsite consistently for onboarding cohorts and candidate interviews

• Exceptional organizational skills and attention to detail

• Ability to remain calm, resourceful, and solutions-driven in dynamic environments

• Strong written and verbal communication abilities

• Proficiency — or eagerness to become proficient — in Notion

• Bonus: Experience with ATS platforms, scheduling tools, or HR/People Ops systems

Pay Transparency
We offer a base compensation range of approximately $75,00-95,000 per year, exclusive of equity. This intentionally broad range provides flexibility for candidates to tailor their cash and equity mix based on individual preferences. Our compensation philosophy prioritizes meaningful equity grants, enabling team members to share directly in the impact they help create. If your expectations fall outside of this range, we still encourage you to apply—our approach to compensation considers a range of factors to ensure alignment with each candidate's unique needs and preferences.

Being at Ambience: 

• An opportunity to work with cutting edge AI technology, on a product that dramatically improves the quality of life for healthcare providers and the quality of care they can provide to their patients

• Dedicated budget for personal development, including access to world class mentors, advisors, and an in-house executive coach

• Work alongside a world-class, diverse team that is deeply mission aligned

• Ownership over your success and the ability to significantly impact the growth of our company

• Competitive salary and equity compensation with benefits including health, dental, and vision coverage, quarterly retreats, unlimited PTO, and a 401(k) plan

Ambience is committed to supporting every candidate’s ability to fully participate in our hiring process. If you need any accommodations during your application or interviews, please reach out to our Recruiting team at [email protected]. We’ll handle your request confidentially and work with you to ensure an accessible and equitable experience for all candidates.