Onsite Receptionist/Scheduler

Work Location: Santa Clara, California

Work Schedule: Monday – Friday; 8:30 AM – 5:30 PM

Engagement Model: Temporary employment; Full-time (40 hours/week)

Estimated Start Date: August, 18, 2025

Estimated Duration: 9 weeks

DataForce by TransPerfect is seeking a motivated Receptionist/Scheduler to join our team for a full-time, temporary data collection project in the Bay area!

This is an exciting opportunity to be part of an innovative project to improve Artificial Intelligence and technology.

Role Summary

As a Scheduler, you will be responsible for communicating with potential participants via phone or email, and scheduling them based on availability. The Scheduler is the main face of our team to people participating in the study.

As a Receptionist, you will welcome participants for the onsite data collection project, including checking their IDs, having them sign the NDA and providing instructions on expected participant behavior during the collection.

Role Responsibilities - Scheduler

• Contacting participants via phone, email, and SMS (Scripts will be provided)

• Manage and coordinate participant scheduling for study appointments according to project requirements

• Screen participants for eligibility, using the provided questions list

• Schedule participant sessions using an online tool

• Follow up with scheduled participants to confirm they will arrive for their appointment

• Track the progress of the session and note the status as appropriate

• Communicate with participants after the study, as needed

• Monitor Zendesk inbox, responding to participant queries or escalating them to the correct person, as needed

• Handle phone calls, emails, and inquiries with professionalism 

• Perform general administrative duties including data entry, filing, and preparing materials 

• Liaise with onsite study staff to ensure smooth participant flow and efficient operations 

• Uphold confidentiality and ethical standards of the study

Role Requirements - Receptionist

• Manage participant arrival and departure at the onsite location through scheduling software

• Confirm participant identity

• Guide each participant from project inception to completion, while distilling the purpose of the study

• Ensure accurate and up-to-date information through transparent and clear communications

• Facilitate project changes for scheduling and resource planning

• File data collection project documentation when appropriate

• Provide ongoing support and information to participants

• Treat participants with the utmost level of care and professionalism

• Assist moderator with setup

Role Requirements

• Able to work onsite in Santa Clara, California

• Experience in reception and or scheduling

• Familiarity with Mac OS or Windows

• Familiarity with Google sheets

• Must possess outstanding customer service skills - excellent verbal and written English communication skills with phone and email

• Strong customer service and prioritization skills

• Self-motivated, quick learner, and organized

• Ability to juggle multiple projects at once and effectively multitask

• Possess a quality and detail-oriented mindset

• Ability to work independently and meet deadlines

• Resilient personality; ability to gather feedback and suggest changes to the current process

• Ability to shift focuses quickly

• Experience in on-site studies (desired)

• Familiarity with Zendesk (desired)

DataForce by TransPerfect is part of the TransPerfect family of companies, the world’s largest provider of language and technology solutions for global business, with offices in more than 100 cities worldwide.

DataForce by TransPerfect offers high-quality data for Human-Machine Interaction to some of the most prestigious technology companies in the world. Our department focuses on gathering, enriching and processing data for Machine Learning in different AI domains.

TransPerfect provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law.