UX Research Operations Coordinator – Study Logistics

The Elite Job; Sharjah; Hybrid; AED 96,000 - 144,000; Full time

Benefits offered by this job

Remote/hybrid/office options

Flexible work arrangements

Career development in UX research ops

Job summary

The Elite Job is seeking a UX Research Operations Coordinator – Study Logistics to organize and run usability studies, coordinate participants, and manage study calendars. You will work with UX researchers, designers, product managers, and vendors to keep research projects on track, ensure privacy and consent, and improve operational efficiency for faster insights.

This role supports remote, hybrid, or office-based work arrangements, and offers exposure to a wide range of research operations

Qualifications

• Bachelor's or higher in a relevant field; practical experience considered.
• Experience coordinating research operations or project administration is a plus.
• Training in UX Research or project management is advantageous.

Responsibilities

• Coordinate the logistical requirements of usability testing, customer interviews, surveys, focus groups, diary studies, and other UX research activities.
• Set study timelines, milestones, schedules, participant requirements, and resource needs.
• Prepare calendars, task trackers, operational checklists, and coordination documents to keep projects organized.
• Monitor study progress and communicate scheduling conflicts to stakeholders.
• Ensure research activities are prepared and conducted according to established procedures.
• Coordinate participant recruitment and scheduling with researchers and approved partners.
• Maintain accurate participant tracking and study records.
• Support in-person and remote session logistics and materials.
• Assist with recording, note-taking, and file organization per consent and policy.
• Identify risks and contribute to contingency planning.

Skills

Organizational skills

Time management

Communication

Cross-functional collaboration

Attention to detail

Education

Bachelor's degree in Psychology, HCI, Design, Business Administration, Communications, Information Technology, Social Sciences, or related field

Tools

Microsoft Office

Google Workspace

Zoom

Microsoft Teams

Asana

Trello

Jira

Monday.com

Job description

Job Summary

The Elite Job is seeking a highly organized, detail-oriented, and proactive UX Research Operations Coordinator – Study Logistics to support the planning, coordination, and execution of user experience research studies. This role is ideal for a professional who enjoys managing multiple projects, coordinating research participants, organizing study schedules, and ensuring that research activities run smoothly from preparation through completion.

The successful candidate will work closely with UX researchers, product designers, product managers, research participants, and other cross-functional stakeholders to coordinate qualitative and quantitative research initiatives. Responsibilities will include participant recruitment coordination, research session scheduling, study documentation, resource management, logistics planning, and maintaining accurate research records.

The coordinator will help create a seamless research experience for both participants and internal research teams. By improving operational processes, maintaining clear communication, and identifying opportunities to increase efficiency, this professional will enable researchers to focus on generating meaningful insights that inform product design and business decisions.

This position is suitable for candidates with experience in research coordination, project administration, customer service, operations, or related fields who are interested in contributing to user-centered product development. Depending on project requirements and business arrangements, remote, hybrid, or office-based working opportunities may be available.

Key Responsibilities

UX Research Study Planning and Coordination

• Coordinate the logistical requirements of usability testing, customer interviews, surveys, focus groups, diary studies, and other UX research activities.
• Work with researchers to establish study timelines, milestones, schedules, participant requirements, and resource needs.
• Prepare study calendars, task trackers, operational checklists, and coordination documents to ensure each research project remains organized.
• Monitor study progress and communicate potential scheduling conflicts, delays, or resource constraints to relevant stakeholders.
• Ensure research activities are prepared and conducted according to established operational procedures.

Participant Recruitment and Scheduling

• Coordinate participant recruitment activities in collaboration with research teams and approved recruitment partners.
• Schedule research sessions according to participant availability, researcher calendars, and project deadlines.
• Send invitations, confirmation messages, reminders, preparation instructions, and follow-up communications.
• Maintain accurate participant tracking records and update recruitment status throughout the study lifecycle.
• Coordinate rescheduling, cancellations, waiting lists, and replacement participants when necessary.
• Support a professional and respectful participant experience by communicating clearly and responding promptly to questions.
• Follow approved consent, confidentiality, privacy, and participant-data handling procedures.

Research Session Logistics

• Prepare the logistical arrangements for remote and in-person research sessions, including meeting invitations, room bookings, video conferencing links, and session materials.
• Verify that the required research tools, equipment, software access, and documentation are available before sessions begin.
• Coordinate with researchers and technical support teams to resolve basic logistical issues.
• Prepare session schedules and ensure participants receive the correct instructions and joining details.
• Assist with recording arrangements, note-taking coordination, and file organization in accordance with participant consent and company policies.
• Support the smooth transition between research sessions and help teams manage unexpected changes.

Research Documentation and Data Management

• Maintain organized research calendars, participant databases, recruitment trackers, study status reports, and project documentation.
• Ensure research records are accurate, current, complete, and accessible to authorized team members.
• Organize consent records, session notes, research materials, and related administrative documents according to approved procedures.
• Assist in preparing research summaries, operational reports, and study completion documentation.
• Apply appropriate naming conventions, file-management standards, and access controls.
• Handle confidential participant information responsibly and follow applicable privacy and data protection requirements.

Stakeholder Communication and Collaboration

• Serve as a coordination point between UX researchers, designers, product managers, participants, vendors, and other stakeholders.
• Provide regular updates on recruitment progress, session schedules, outstanding tasks, and operational risks.
• Follow up on pending approvals, participant confirmations, and other dependencies that may affect study delivery.
• Support research team meetings by preparing agendas, scheduling discussions, and documenting action items when required.
• Build productive working relationships with internal teams and external research partners.
• Escalate issues promptly and recommend practical solutions to minimize disruption.

Process Improvement and Operational Efficiency

• Identify opportunities to streamline study scheduling, recruitment tracking, documentation, and communication processes.
• Develop and maintain reusable templates, checklists, standard operating procedures, and coordination guidelines.
• Help standardize research operations across multiple projects and teams.
• Monitor recurring logistical challenges and recommend improvements based on team feedback.
• Support the adoption of research operations tools and collaboration platforms.
• Contribute to a consistent, scalable, and efficient UX research operations framework.

Required Skills and Qualifications

A bachelors degree in Psychology, Human-Computer Interaction, Design, Business Administration, Communications, Information Technology, Social Sciences, or a related field is preferred.

Candidates with relevant practical experience, administrative expertise, or equivalent professional training may also be considered.

Additional training or certifications in UX research, project coordination, research operations, or project management will be an advantage.

Technical Skills

• Proficiency in Microsoft Office applications, including Excel, Word, PowerPoint, and Outlook, or equivalent productivity tools.
• Familiarity with Google Workspace, including Google Sheets, Docs, Calendar, and Drive.
• Ability to manage calendars, coordinate meetings, maintain trackers, and organize digital documentation.
• Familiarity with video conferencing platforms such as Zoom or Microsoft Teams.
• Basic knowledge of project management and collaboration tools such as Asana, Trello, Jira, Monday.com, or similar platforms.
• Awareness of UX research platforms such as UserTesting, Maze, Dovetail, Qualtrics, or comparable tools is beneficial.
• Ability to learn new software applications and follow established digital workflows.

Professional Skills

• Strong organizational and time-management abilities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy when managing schedules, participant information, and study records.
• Effective multitasking and prioritization skills in a deadline-driven environment.
• Strong interpersonal skills and a participant-focused approach.
• Problem-solving ability and confidence in handling unexpected scheduling or logistical challenges.
• Ability to collaborate with cross-functional teams and work independently when necessary.
• Professional discretion when handling sensitive research information.
• A proactive mindset and willingness to identify process improvements.

Experience

Previous experience in research coordination, project administration, operations support, event coordination, customer service, or scheduling is desirable.

Experience coordinating meetings, managing calendars, tracking tasks, and maintaining accurate documentation will be an advantage.

Exposure to UX research, usability testing, market research, academic research, customer insights, or product development is beneficial.

Experience communicating with participants, customers, external vendors, or geographically distributed teams is preferred.

Familiarity with remote collaboration tools and digital project management systems is an asset.

Entry-level candidates: Applicants with strong organizational skills, communication abilities, and an interest in UX research operations may be considered for junior-level opportunities, subject to the positions actual requirements.

The role requires a willingness to learn research procedures, follow established workflows, manage competing priorities, and maintain a high standard of operational accuracy.

Working Hours

Employment Type: Full-time or part-time, depending on the approved vacancy.

Work Arrangement: Remote, hybrid, or office-based, depending on business requirements and the specific position offered.

Typical Schedule: Standard business hours, with working days and daily hours defined in the employment agreement.

Flexibility: Occasional flexibility may be required to accommodate research participants, study schedules, and cross-functional team meetings across different time zones.

Meetings: Participation in scheduled team meetings, research planning sessions, and operational reviews may be required.

Availability: Candidates should communicate their availability clearly and meet agreed deadlines for scheduling, documentation, and study preparation.

The final work schedule, employment classification, and applicable compensation arrangements will be confirmed during the recruitment process.

Knowledge, Skills, and Abilities

Knowledge of UX Research Operations

Understanding of the general UX research lifecycle, from study planning and participant recruitment through session completion and documentation.

Awareness of common research methods, including usability testing, user interviews, surveys, and focus groups.

Understanding of the importance of participant consent, confidentiality, privacy, and ethical research practices.

Familiarity with the logistical requirements of remote and in-person research sessions.

Organizational and Administrative Abilities

• Ability to coordinate multiple research studies while maintaining accurate schedules and records.
• Capability to track tasks, monitor deadlines, and manage changing priorities.
• Ability to prepare clear documentation, maintain structured records, and follow standardized procedures.
• Confidence in identifying missing information, resolving routine administrative issues, and escalating complex problems.

Communication and Relationship Management

• Ability to communicate professionally with participants and internal stakeholders.
• Capability to explain session instructions and logistical requirements clearly.
• Strong follow-up skills to ensure confirmations, approvals, and deliverables are completed on time.
• Ability to work effectively with people from different professional and cultural backgrounds.

Analytical and Problem-Solving Skills

• Ability to identify scheduling patterns, recurring operational issues, and process bottlenecks.
• Basic spreadsheet skills for tracking recruitment progress, session completion, and operational metrics.
• Ability to organize information and prepare concise status reports.
• Willingness to use feedback and operational data to improve research coordination.

Personal Attributes

Reliable, methodical, and self-motivated.

Adaptable when plans or research priorities change.

Respectful of participant needs and committed to a positive research experience.

Comfortable working independently while maintaining effective communication with the wider team.

Committed to accuracy, accountability, continuous learning, and professional development.

Benefits

Depending on the employment arrangement, location, and applicable company policies, benefits may include:

• Competitive compensation aligned with the role, experience, and local market conditions.
• Opportunities to work remotely or through a hybrid arrangement where available.
• Exposure to UX research methods, product design processes, and user-centered development.
• Opportunities to develop project coordination, stakeholder management, and research operations skills.
• Access to relevant software tools, onboarding resources, and role-specific training.
• Opportunities to collaborate with researchers, designers, product managers, and other professionals.
• Potential career development opportunities in UX research operations, research project management, product operations, and user research coordination.
• Supportive teamwork and opportunities to contribute ideas for improving operational processes.
• Eligible leave, statutory benefits, and other employment benefits in accordance with the applicable contract and local regulations.

All benefits are subject to confirmation in the official employment offer and company policies. No particular benefit should be assumed unless it is expressly included in the vacancy or employment agreement.

Why Join The Elite Job?

Joining The Elite Job in the UX Research Operations Coordinator – Study Logistics role offers an opportunity to contribute to the operational foundation of effective user experience research.

Make Research More Effective: Help research teams conduct well-organized studies by ensuring participants, schedules, materials, and documentation are ready when needed.

Contribute to Better User Experiences: Support the research activities that help product teams understand user needs, identify usability challenges, and make informed design decisions.

Develop Transferable Professional Skills: Build experience in project coordination, stakeholder communication, digital documentation, scheduling, and operational process improvement.

Work Across Multiple Functions: Collaborate with professionals in research, design, product management, and operations to understand how research insights contribute to product development.

Improve Processes and Workflows: Contribute practical ideas that make research logistics more consistent, efficient, and scalable.

Build a Career in Research Operations: Develop a foundation for future opportunities in UX research coordination, research operations management, project management, product operations, or related fields.

The position is particularly suitable for organized professionals who enjoy bringing structure to complex activities, helping people work efficiently, and supporting decisions grounded in user research.