Logistics Coordinator

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!

We are looking for a Logistics Coordinator to join our growing team in New York City, NY! 

Location: New York City, NY (on-site).

Pay rate: $25/hr (short-term project).

-Quality AI is seeking a highly organized, resourceful, and people-focused Logistics Coordinator to support an onsite AI data collection project in New York City.

-Our AI Data Services programs support the development and evaluation of Artificial Intelligence (AI) and Machine Learning (ML) technologies through the collection of human-centered data across a variety of environments and use cases.

-The Logistics Coordinator will be responsible for participant coordination and day-to-day collection logistics, supporting participants both before their scheduled sessions and onsite throughout the collection. This includes contacting participants by phone to confirm appointments, manage rescheduling, answer questions, and provide important session details, as well as coordinating participant arrival, check-in, movement through collection activities, and session completion.

-This is a hands-on role that combines participant interaction, administrative coordination, and real-time logistical problem solving. The ideal candidate is comfortable working directly with people, navigating New York City, coordinating transportation and resources, learning new technology and systems, and adapting quickly when schedules or collection needs change.

Responsibilities

-Serve as a primary onsite point of contact for participants attending data collection sessions in New York City.

-Welcome and check in scheduled participants and provide clear instructions regarding the collection process, expectations, and next steps.

-Coordinate participant movement and activities throughout the collection, ensuring individuals are in the appropriate location at the appropriate time.

-Work closely with Project Managers, data collection teams, and other onsite staff to maintain participant flow and daily collection schedules.

-Monitor participant arrival times, session status, delays, cancellations, and other changes that could impact collection operations. -Communicate schedule changes, participant issues, or logistical risks to the appropriate project team members in real time.

-Assist participants with questions and logistical needs while providing a professional, welcoming, and organized onsite experience.

-Coordinate transportation and mobility requirements associated with the collection, including purchasing or distributing subway/OMNY cards, coordinating e-bike rentals, and arranging other approved transportation resources as needed.

-Support the coordination of collection activities taking place across multiple locations or environments throughout New York City.

-Help plan and execute daily logistical requirements, including meeting locations, participant routing, transportation timing, supplies, and other operational needs.

-Maintain accurate participant check-in, attendance, completion, and logistics records.

-Manage participant incentive and payment processing as required, including validating completion, maintaining payment records, and helping resolve participant payment questions or discrepancies.

-Use project systems, scheduling tools, spreadsheets, and other technology to document participant and collection activity accurately.

-Assist with basic troubleshooting of scheduling, participant, transportation, or logistical issues and escalate technical or project-related concerns when appropriate.

-Respond quickly to changing project requirements, schedules, locations, and participant needs.

-Support setup, organization, and general readiness of collection locations and required logistical materials.

-Follow established participant privacy, confidentiality, safety, and data-handling procedures.

-Identify opportunities to improve onsite participant flow and collection logistics.

-Perform additional operational and administrative support activities as needed.

Skills and Requirements

-Strong face-to-face customer service and interpersonal skills.

-Excellent verbal and written communication skills.

-Highly organized with strong attention to detail and follow-through.

-Ability to coordinate multiple people, schedules, locations, and activities simultaneously.

-Strong problem-solving skills and the ability to make quick logistical adjustments in a fast-moving environment.

-Comfortable working independently and taking ownership of day-to-day logistical tasks.

-Comfortable navigating New York City and coordinating transportation and activities across different locations.

-Technologically adept and comfortable learning new software, scheduling platforms, mobile applications, devices, and internal systems.

-Ability to maintain accurate records using spreadsheets, databases, scheduling tools, and other business systems.

-Comfortable troubleshooting basic technology or logistical issues and knowing when to escalate.

-Ability to communicate professionally with participants from a wide variety of backgrounds.

-Ability to collaborate effectively with Project Managers, data collection teams, and other onsite personnel.

-Comfortable working in an environment where schedules, priorities, and collection requirements may change quickly.

Preferred Experience

-2+ years of experience in logistics, administrative coordination, office operations, customer service, hospitality, event coordination, research support, or a similar role.

-Experience coordinating customers, guests, patients, candidates, employees, or other individuals through an onsite process or appointment-based environment.

-Experience supporting onsite operations, events, field teams, or activities involving multiple locations is a plus.

-Experience managing calendars, appointments, reservations, transportation, or other high-volume logistics is strongly preferred.

-Experience processing payments, reimbursements, expenses, incentives, or other financial transactions is a plus.

-Experience with Microsoft Office 365, including Outlook, Excel, Word, Teams, Forms, and SharePoint.

-High school diploma or equivalent required; additional education or relevant professional experience is preferred.

What Success Looks Like

-Success in this role means participants know where they need to be, when they need to be there, and what they need to do next. The Logistics Coordinator keeps the collection moving by anticipating logistical needs, coordinating participants and transportation, responding quickly when plans change, maintaining accurate records, and ensuring both participants and project teams have the support they need to complete the day's collection activities successfully.

If you like what you have read, send us your resume and let’s start talking!

• Intrigued to find more about us?

• Visit our website at QualityAI (Formerly Qualitest Group) | World’s Leading AI-First Quality Engineering Company
• LinkedIn: https://www.linkedin.com/company/qualityaigroup