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.

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)

• 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.

• 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.

• 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.

• 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.

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

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

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

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

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