Scheduling & Project Operations Coordinator

Overview

We are seeking a highly organized, proactive, and detail‑driven Scheduling & Project Operations Coordinator to support our research and operations team. This role blends administrative assistance, project coordination, and complex scheduling management. The ideal candidate thrives in a fast‑paced environment, takes full ownership of their work, and can make sound decisions with minimal direction.

This position is essential to keeping our projects running smoothly. You will coordinate schedules, manage communication across multiple stakeholders, support project logistics, and ensure operational excellence from start to finish.

Duties

Scheduling & Calendar Management

• Own all scheduling for remote and in‑person research sessions, meetings, and project activities
• Coordinate calendars across participants, clients, vendors, and internal teams
• Send confirmations, reminders, and handle rescheduling with speed and accuracy
• Anticipate conflicts and proactively resolve scheduling challenges

Project Coordination & Operations Support

• Maintain project timelines, trackers, and documentation
• Monitor project progress and follow up on outstanding tasks
• Review project instructions, flag missing details, and ensure all logistics are in place
• Support cross‑functional teams in a fast‑moving, agile environment
• Assist with shipping, receiving, and tracking equipment used in research projects

Vendor & Cost Coordination

• Communicate with external vendors, research panels, and recruiting partners
• Gather pricing, availability, and project details from 5–10 vendors
• Track vendor quotes, participant incentives, and project‑related costs
• Maintain spreadsheets and budget trackers with accuracy

Communication & Stakeholder Support

• Serve as a point of contact for participants, clients, vendors, and internal teams
• Respond to inquiries and route messages appropriately
• Provide timely internal updates on scheduling status and project progress
• Assist with preparing quotes, gathering information, and supporting proposal development
• Troubleshoot cancellations, gaps, or last‑minute changes with professionalism

Documentation & Data Management

• Maintain organized records, files, and project documentation
• Support internal knowledge bases, procedures, and process documentation
• Conduct quality checks on digital platforms to ensure accuracy
• Track project metrics, quotas, and budgets as directed
• Coordinate calendars across participants, clients, vendors, and internal teams
• Send confirmations, reminders, and handle rescheduling with speed and accuracy
• Anticipate conflicts and proactively resolve scheduling challenges
• Support occasional off‑hours check‑ins (minimal nights/weekends, but required at times)

Skills/Qualifications

• 3+ year of administrative, operations, customer service, or coordination experience (5+ years preferred)
• Experience in research, SaaS, or client‑facing environments is a plus
• Familiarity with CRM tools, ticketing systems, or online platforms
• Strong written and verbal communication skills
• Highly organized with the ability to manage multiple priorities simultaneously
• Comfortable working with detailed processes and documentation
• Able to exercise sound judgment, anticipate needs, and adapt to shifting priorities

About You

• You take ownership of your work and need little direction
• You’re detail‑oriented and take pride in accuracy
• You enjoy keeping operations running smoothly and efficiently
• You communicate clearly and professionally
• You thrive in environments where organization, reliability, and proactive problem‑solving are valued
• You’re comfortable using spreadsheets, digital tools, and AI to streamline tasks

Work Environment

• Full‑time, on‑site role in our Denver (Cherry Creek/Glendale) office
• Approximately 36–40 hours per week
• Minimal nights/weekends required, but occasional off‑hours check‑ins are part of the role
• Candidates with backgrounds in Administrative Assistance, Operations coordination, recruiting coordination, project coordination and/or client services will do well in this role.
• Experience in research, SaaS, or client‑facing environments is a plus
• Familiarity with CRM tools, ticketing systems, or online platforms
• Strong written and verbal communication skills
• Highly organized with the ability to manage multiple priorities simultaneously
• Comfortable working with detailed processes and documentation
• Able to exercise sound judgment, anticipate needs, and adapt to shifting priorities

Pay: $25.00 - $40.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Ability to Commute:

• Glendale, CO 80246 (Required)

Work Location: In person