On-Site Recruitment Coordinator (Temporary Employee)

Mindrift•Fremont, CA

1d•Onsite

About The Position

Toloka AI is hiring On-Site Recruitment Coordinators to support participant recruitment and daily operations for an on-site research project in Santa Clara Valley, California. Coordinators will recruit and schedule participants, welcome them on arrival, guide them through check-in, and help ensure each day runs smoothly. They will serve as the primary on-site point of contact for participants, helping them feel comfortable, informed, and supported throughout their visit. The coordinators will work alongside three other coordinators, sharing responsibilities to keep recruitment, scheduling, and on-site activities organized. This is a full-time, on-site temporary employee position, scheduled Monday through Friday. The expected assignment period is from about November 1, 2026, through approximately March 2027; the period is an estimate and does not guarantee employment for a specific term. The role is non-exempt and paid hourly at $30 per hour. Employment is at-will. The exact site address will be shared with selected candidates. Toloka AI creates data that supports generative AI models and works with research organizations, technology companies, startups, enterprises, and nonprofits. Its approach combines experts, a global crowd, and a technology platform to help teach AI models to reason and evaluate their efficacy and safety. The company has experts across more than 50 domains and a crowd representing over 100 countries and 40-plus languages. Toloka describes its team as remote-first and globally distributed, while this position itself is on site.

Requirements

At least 1 year of experience in a people-facing role, such as hospitality, events, front desk operations, customer service, or coordination.
Strong interpersonal skills and a warm, patient, approachable communication style.
Excellent organizational skills and the ability to manage multiple schedules and priorities.
A calm, practical, and solution-oriented approach to unexpected situations.
Clear and professional verbal and written communication skills in English.
Reliability, punctuality, and flexibility when schedules or priorities change.
Confidence using smartphones, messaging applications, and basic spreadsheets.
Availability to work on site full-time, Monday through Friday, in Santa Clara Valley.

Nice To Haves

Experience supporting recruitment, hiring, or volunteer coordination.
Familiarity with the South Bay / Santa Clara Valley area and its local communities.
Proficiency in additional languages.
First aid certification.

Responsibilities

Recruit participants for research sessions through local outreach, in-person conversations, phone calls, and messages.
Identify potential participants, explain the research opportunity, and encourage eligible individuals to sign up.
Assist with participant screening, registration, scheduling, and required paperwork.
Follow up with interested participants, answer questions, and help them complete registration.
Send booking confirmations and reminders to encourage attendance and reduce no-shows.
Welcome participants upon arrival, manage check-in, and guide them through next steps.
Serve as the main on-site point of contact for participants and help them feel comfortable and supported.
Coordinate daily schedules, manage rescheduling requests, and help fill last-minute openings.
Keep the site organized, stocked, and prepared for each session.
Track recruitment progress, daily attendance, and participant records, and share brief end-of-day updates with the team.