Logistics & Front Desk Coordinator

QualityAI; Kirkland (WA); On-site; USD 43,000 - 53,000; Full time

Job summary

QualityAI is seeking a Logistics & Front Desk Coordinator to support onsite data collection operations in Kirkland, WA. The role combines front desk management, participant coordination, and operational logistics to ensure a smooth participant experience and efficient daily study execution.

The ideal candidate will have strong communication, organizational skills, and the ability to manage competing priorities in a fast-paced environment, while maintaining confidentiality and working closely

Qualifications

• Front desk operations, admin coordination experience.
• Experience managing appointments and high-volume schedules.
• Familiarity with NDAs or confidential documents is a plus.
• Strong written and verbal communication skills.

Responsibilities

• Front Desk & Participant Experience: Welcome and check in participants for sessions, verify appointments, notify study teams of arrivals.
• Distribute, explain and collect NDAs and study forms.
• Answer questions about appointments and logistics, refer complex inquiries to the team.
• Direct participants to waiting areas and rooms, ensure smooth check-in processes.
• Coordinate daily logistics across onsite studies with project managers and data teams.
• Contact participants to confirm appointments and arrange rescheduling as needed.
• Monitor attendance, session progress, and completion status to support study schedules.

Skills

Customer service

Organizational skills

Multitasking

Communication

Problem solving

Independence

Education

High school diploma or equivalent

Tools

Microsoft Office 365

Job description

Are you interested in working with the World’s leading AI-powered Quality Engineering Company? Ready to advance your career, team up with global thought leaders across industries and make a difference every day? Join us at QualityAI!

Role

Logistics & Front Desk Coordinator

Location

Kirkland, WA, United States (Onsite)

Job Summary

Quality AI is seeking an organized, personable, and proactive Logistics & Front Desk Coordinator to support onsite AI data collection operations in Kirkland, WA.

Our AI Data Services programs support the development and evaluation of artificial intelligence (AI) and machine learning (ML) technologies through human-centered research and data collection.

This role combines front desk management, participant coordination, and operational logistics to ensure a smooth participant experience and efficient daily study execution. The Coordinator will serve as the primary point of contact for participants, overseeing check-in, managing documentation, coordinating schedules, and working closely with project teams to keep onsite activities running smoothly.

The ideal candidate has strong communication and organizational skills, a customer-focused approach, and the ability to manage competing priorities in a fast-paced environment.

Key Responsibilities

• Front Desk & Participant Experience
• Welcome and check in participants for scheduled research sessions, verify appointments, and notify the appropriate study teams of arrivals.
• Distribute, explain, and collect required documentation, including non-disclosure agreements (NDAs) and other study-related forms.
• Answer questions about appointments, study logistics, and next steps, referring study-specific inquiries to the appropriate team.
• Direct participants to the correct waiting areas and collection rooms, ensuring a smooth and timely check-in process.
• Monitor arrivals, late check-ins, cancellations, no-shows, and schedule changes.
• Maintain a professional, welcoming, and organized reception and waiting area.
• Logistics & Study Coordination
• Coordinate daily logistics across multiple onsite AI data collection studies, working closely with project managers, study leads, and data collection teams.
• Contact participants by phone, email, or other approved channels to confirm appointments, communicate instructions, and arrange rescheduling as needed.
• Monitor participant attendance, session progress, and completion status to support study schedules and daily collection targets.
• Assist with room readiness, study materials, resource allocation, and schedule adjustments.
• Identify and resolve scheduling or logistical issues promptly, escalating concerns that may affect study timelines or operations.
• Support participant incentive administration by verifying session completion, maintaining payment records, and addressing payment inquiries.
• Administrative & Operational Support
• Maintain accurate participant records, attendance logs, NDA documentation, scheduling information, and operational reports.
• Use spreadsheets, scheduling platforms, and internal systems to track participant activity and support reporting.
• Handle participant information and research documentation in accordance with confidentiality, privacy, and compliance requirements.
• Monitor office supplies, study materials, and other operational resources.
• Identify opportunities to improve administrative workflows, participant experience, and onsite efficiency.
• Provide additional administrative support to the onsite delivery team as needed.

Skills & Qualifications

• Excellent customer service, communication, and interpersonal skills.
• Strong organizational abilities and attention to detail.
• Ability to manage multiple schedules, participant requests, and competing priorities effectively.
• Professional, approachable, and confident when interacting with participants and internal teams.
• Strong problem-solving skills and the ability to adapt to changing operational needs.
• Ability to work independently while collaborating with cross-functional teams.
• Proficiency with technology and the ability to learn new software, scheduling platforms, and internal systems.
• Ability to maintain accurate records and handle confidential information responsibly.
• Dependable, proactive, and committed to maintaining an organized, professional work environment.

Preferred Experience & Education

• At least 2 years of experience in front desk operations, administrative coordination, logistics, hospitality, customer service, research operations, or a related field.
• Experience managing appointments, visitor or participant check-ins, and high-volume schedules.
• Experience supporting multiple teams or coordinating activities in a fast-paced, onsite environment.
• Familiarity with Microsoft Office 365, particularly Outlook, Excel, Word, and Teams.
• Experience handling confidential documentation, NDAs, consent forms, or participant records is an asset.
• Experience with payment processing, participant incentives, or administrative tracking is preferred.
• High school diploma or equivalent required; additional education or relevant experience is an advantage.

Benefits

Why QualityAI?

QualityAI is an AI-first quality engineering company helping enterprises deploy and scale complex systems with greater confidence. Operating across data, models, platforms, infrastructure, and operational environments, the company provides assurance and engineering expertise that helps organizations ensure systems perform reliably in real-world conditions.

Formerly Qualitest, QualityAI supports global enterprises across regulated and technology-driven industries, combining deep engineering heritage with AI-enabled delivery, operational assurance, and lifecycle expertise to help clients achieve certainty at go-live.

• Be a part of a company who strives to support for diversity and inclusion in the workplace - we are one, we are many at QualityAI. Celebrate culture, share knowledge with engineers from around the globe, and inspire each other through our differences.
• Local and global opportunities - we offer you internal rotation and international mobility opportunities to grow your career.
• Clear view of your career and progression with the company - QualityAI is growing massively (since Jan 2021 - added more than 2000 engineers) and giving you the opportunity to grow with us.
• Never stop experimenting and learning with QualityAI Tech academy: 3000+ training courses, mentorship programs, technical tribes, sponsored certifications, leadership programs and much more.
• Earn bonuses via our Client Referral and Employee Referral Program’s. Refer and earn - tap your network for net-worth.
• Pay, the salary range for the role is 48,000 Annually

• Intrigued to find more about us?
• Visit our website at https://www.quality-ai.com/

LinkedIn: https://www.linkedin.com/company/qualityaigroup