Lead Coordinator

Rimkus-; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Health Care Plan (Medical, Dental & V̲

Retirement Plan (401k, IRA)

Life Insurance

Paid Time Off

Family Leave

Disability

Training & Development

Job summary

Rimkus is seeking a Lead Coordinator to support participant recruitment for usability studies, primarily medical devices. You will provide day-to-day leadership to Outreach Coordinators, train new staff, and standardize recruitment processes across projects.

You will also grow the participant database and coordinate scheduling with research teams. The role requires at least a bachelor's degree (or equivalent) and 5+ years in customer service, recruitment, or related fields, with experience

Qualifications

• Bachelor's degree or equivalent experience preferred.
• 5+ years of experience in customer service.
• Experience conducting participant screening interviews.
• Participant recruitment experience preferred.
• Experience leading or mentoring team members.
• Experience managing participant databases or CRM systems.
• Experience with survey-building tools.
• Experience managing multiple recruitment projects simultaneously.
• Experience with scheduling systems.
• Experience with participant payment platforms.
• Experience coordinating with research teams and partnering with project managers on recruitment and scheduling.
• Must have a valid driver's license and access to a vehicle.
• Eligible to work in the United States.

Responsibilities

• Provide day-to-day leadership and guidance to Outreach Coordinators.
• Train new Outreach Coordinators and assist with onboarding and professional development.
• Cross-train Project Managers on outreach processes.
• Standardize participant recruitment procedures and best practices.
• Monitor recruitment quality and workflow consistency across all active projects.
• Support the Assistant Manager in delegating projects to the outreach coordinators.
• Lead the maintenance and growth of the participant database, including growth strategies and engagement.
• Assist in creating and managing advertising campaigns and support project-specific recruitment strategies.
• Assist with recruitment feasibility assessments and support study feasibility and budgeting activities.
• Recommend outreach improvements based on recruitment metrics and assist with recruitment reporting and operational metrics.
• Build participant screening surveys in the recruitment database.
• Conduct recruitment through database searches, email campaigns, advertisements, referrals, and approved outreach methods.
• Review survey submissions for eligibility and conduct participant screening interviews by phone and email.
• Schedule qualified participants into study sessions and coordinate participant schedules with research teams.
• Provide participants with study information and expectations, confirm appointments, and manage cancellations, rescheduling, and follow-up with no-shows and late participants.
• Maintain accurate participant records, update recruitment tracking systems, monitor enrollment goals and recruitment quotas, and document participant communications.
• Enter participant information into scheduling systems and ensure reminder communications are completed.
• Manage participant payment platforms, process incentive funding, track participant incentive payments, and maintain payment documentation.
• Maintain recruitment documentation standards.
• Conduct coaching and performance feedback and may supervise one or more Outreach Coordinators.

Skills

Customer service

Recruitment

Team leadership

Scheduling

CRM systems

Survey-building tools

Database management

Education

Bachelor's degree or equivalent experience

Tools

Survey-building tools

Scheduling systems

CRM systems

Participant payment platforms

Job description

Rimkus is a global engineering and technical consulting firm serving corporations, insurers, law firms, and government agencies. Across life sciences, forensic, construction, built environment, and product development work, the company helps clients solve complex technical challenges with practical expertise and a strong focus on quality, accuracy, and service.

As Lead Coordinator, you will play a central role in supporting participant recruitment efforts for usability studies of predominantly medical devices. This role supports all participant recruitment operations while providing leadership to the Outreach Coordinator team. This position is designed for someone who can bring structure to recruitment workflows, strengthen day‑to‑day team execution, and help improve the consistency and effectiveness of outreach efforts across active projects.

Responsibilities

• Provide day‑to‑day leadership and guidance to Outreach Coordinators.
• Train new Outreach Coordinators and assist with onboarding and professional development.
• Cross‑train Project Managers on outreach processes.
• Standardize participant recruitment procedures and best practices.
• Monitor recruitment quality and workflow consistency across all active projects.
• Support the Assistant Manager in delegating projects to the outreach coordinators.
• Lead the maintenance and growth of the participant database, including database growth strategies and monitoring database health and participant engagement.
• Assist in creating and managing advertising campaigns and support project‑specific recruitment strategies.
• Assist with recruitment feasibility assessments and support study feasibility and budgeting activities.
• Recommend outreach improvements based on recruitment metrics and assist with recruitment reporting and operational metrics.
• Build participant screening surveys in the recruitment database.
• Conduct recruitment through database searches, email campaigns, advertisements, referrals, and approved outreach methods.
• Review survey submissions for eligibility and conduct participant screening interviews by phone and email.
• Schedule qualified participants into study sessions and coordinate participant schedules with research teams.
• Provide participants with study information and expectations, confirm appointments, and manage cancellations, rescheduling, and follow‑up with no‑shows and late participants.
• Maintain accurate participant records, update recruitment tracking systems, monitor enrollment goals and recruitment quotas, and document participant communications.
• Enter participant information into scheduling systems and ensure reminder communications are completed.
• Manage participant payment platforms, process incentive funding, track participant incentive payments, and maintain payment documentation.
• Maintain recruitment documentation standards.
• Conduct coaching and performance feedback and may supervise one or more Outreach Coordinators.

• Bachelor's degree or equivalent experience preferred.
• 5+ years of experience in customer service.
• Experience conducting participant screening interviews.
• Participant recruitment experience preferred.
• Experience leading or mentoring team members.
• Experience managing participant databases or CRM systems.
• Experience with survey‑building tools.
• Experience managing multiple recruitment projects simultaneously.
• Experience with scheduling systems.
• Experience with participant payment platforms.
• Experience coordinating with research teams and partnering with project managers on recruitment and scheduling.
• Must have a valid driver's license and access to a vehicle.
• Eligible to work in the United States.

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development