On-Site Recruitment Coordinator (Temporary Employee)

Mindrift; Fremont (CA); On-site; USD 39,000 - 44,000; Full time

Job summary

Toloka AI is seeking On-Site Recruitment Coordinators for a temporary, full-time role in Santa Clara Valley, CA. The assignment runs from November 1, 2026, through March 2027, with on-site work Monday–Friday at $30 per hour.

You will recruit, screen, schedule, and check-in participants, acting as the main on-site contact to ensure smooth daily operations and a positive participant experience.

Qualifications

• At least 1 year in a people-facing role (hospitality, events, front desk, customer service, or coordination).
• Strong interpersonal and communication skills in English.
• Excellent organizational skills to manage multiple schedules and priorities.
• Clear, professional verbal and written English communication.
• Reliability, punctuality, and flexibility with changing schedules.
• Able to work on-site full-time, Mon–Fri, in Santa Clara Valley.

Responsibilities

• Actively recruit participants for research sessions through local outreach and direct contact.
• Identify potential participants, explain the study, and encourage sign-up.
• Assist with screening, registration, scheduling, and paperwork for participants.
• Follow up with interested participants and help complete registration.
• Send confirmations and reminders to reduce no-shows and improve attendance.
• Welcome participants on arrival, manage check-in, and guide next steps.
• Serve as on-site point of contact to keep participants comfortable and supported.
• Coordinate daily schedules and handle rescheduling and openings as needed.
• Keep the site organized and prepared for each session; track attendance and records.

Skills

People-facing experience

Interpersonal skills

Organizational skills

English communication

Reliability & punctuality

On-site availability

Spreadsheet basics

Tools

Spreadsheet software

Job description

Location: Santa Clara Valley (South Bay), CA

Work Arrangement: On-site, Monday–Friday, full-time temporary employee (non-exempt, hourly)

Openings: 4

Expected Assignment Period: Expected to begin on or about November 1, 2026 and run through approximately March 2027

Compensation: $30 per hour

About Toloka

At Toloka AI we create data that powers leading GenAI models and innovations. We work with frontier labs, big tech, renowned AI startups, enterprises and non-profit research organizations worldwide. We use a combination of Experts + Crowd + Tech Platform to teach AI models to reason and evaluate their efficacy and safety. We have experts in more than 50 different domains—from doctors and lawyers to physicists and engineers—and boast one of the most diverse global crowds, representing over 100 countries and speaking 40+ languages. We are a well-funded startup with an enviable portfolio of clients including Anthropic, Amazon, Microsoft, Poolside, Recraft, and Shopify.

Recently, we secured strategic investment led by Bezos Expeditions and Nebius Group with participation from Mikhail Parakhin, CTO of Shopify and board advisor to leading GenAI companies, who now serves as our Chairman of the Board. Our remote-first team is globally distributed around the world: USA, UK, the Netherlands, Czech Republic, Serbia, and more.

About the Position

We are looking for On-Site Recruitment Coordinators to support participant recruitment and daily operations for an on-site research project in Santa Clara Valley, California.

In this role, you’ll help recruit and schedule participants, welcome them on arrival, guide them through check-in, and make sure each day runs smoothly. You’ll be the main point of contact for participants on site, helping them feel comfortable, informed, and supported throughout their visit.

You’ll work closely with three other coordinators, sharing responsibilities and supporting one another to keep recruitment, scheduling, and on-site activities organized.

This is a full-time, on-site temporary employee position expected to run from November 2026 through approximately March 2027.

What You’ll Do

• 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 the registration process.
• 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 point of contact for participants on site, helping 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.

What We’re Looking For

Required

• 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 Have

• 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.

Compensation & Employment Details

• Hourly rate: $30 per hour.
• Employment Type: Temporary, full-time, non-exempt (hourly) employee. Employment is at-will. The expected assignment period is an estimate and not a guarantee of employment for any specific term.
• Schedule: Full-time, Monday through Friday, on site.
• Location: Santa Clara Valley (South Bay), California. The exact site address will be shared with selected candidates.
• Expected assignment period: November 1, 2026 – March 2027.

Equal Employment Opportunity

Toloka is committed to providing equal opportunity and fostering an inclusive environment. We welcome applications from all qualified individuals and do not discriminate on the basis of race, religion, color, national origin, sex, sexual orientation, gender identity, age, marital status, veteran status, disability, or any other characteristic protected by applicable law. Selection decisions are made based on qualifications, merit, and business need. Reasonable accommodations, including for disability and religious observance, are available upon request.