On-Site Recruitment Coordinator (Temporary Employee)

Mindrift•San Jose, CA

1d•Onsite

About The Position

Toloka AI is seeking On-Site Recruitment Coordinators to support participant recruitment and daily operations for an on-site research project in Santa Clara Valley, California. Coordinators recruit and schedule participants, welcome them on arrival, guide them through check-in, and help ensure each day runs smoothly. They are the primary on-site point of contact for participants and help them feel comfortable, informed, and supported throughout their visits. The coordinators work with three other coordinators to share responsibilities and keep recruitment, scheduling, and on-site activities organized. This is a full-time, on-site, temporary, non-exempt hourly employee position. The expected assignment period is November 1, 2026 through approximately March 2027; the period is an estimate and does not guarantee employment for a specific term. Employment is at-will. The hourly rate is $30. The exact site address will be shared with selected candidates.

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

Actively 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 on arrival, manage check-in, and guide them through the next steps.
Serve as the main on-site point of contact for participants and help them feel comfortable and supported throughout their visit.
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.