Administrative Specialist (Research)

About Penbrothers Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes. About the Client Our Client brings over 25 years of experience in multicultural research, inclusive communication campaigns, and translation services, this social enterprise is both impact-driven and results-oriented. It partners with corporate, government, and not-for-profit clients to create measurable value and foster meaningful community engagement. About the Role We are seeking an Administrative Specialist (Research) that plays a critical operational role in supporting the successful delivery of community-based research projects. This role is responsible for managing participant recruitment, coordinating research logistics, scheduling research sessions, and ensuring a smooth experience for participants from initial contact through to incentive distribution. This position requires strong organizational skills, attention to detail, cultural sensitivity, and the ability to manage multiple projects simultaneously. What you’ll do Participant Recruitment & Coordination • Manage participant recruitment processes according to project specifications • Monitor and manage shared recruitment email inboxes • Respond to participant inquiries in a timely and professional manner • Screen participants based on recruitment criteria • Schedule interviews, focus groups, and qualitative research sessions • Maintain accurate participant databases and tracking systems Research Logistics & Operations • Coordinate venue bookings for face-to-face research sessions • Arrange interpreters or cultural support personnel when required • Prepare and send participant confirmations and reminders • Coordinate with research facilitators regarding schedules and attendance • Troubleshoot scheduling conflicts and participant attendance issues Incentive Management • Oversee the distribution of participant incentives following research completion • Maintain accurate records for incentive tracking • Ensure compliance with company and client requirements related to incentive payments Community Engagement • Support engagement initiatives with community organizations and cultural groups • Coordinate outreach activities alongside senior researchers • Maintain professional relationships with community stakeholders Administrative Support • Maintain recruitment trackers and project documentation • Assist the research team with coordination tasks across multiple projects • Contribute to improving recruitment workflows and operational processes What You Bring • Experience in project coordination, recruitment, administration, or research operations • Strong organizational and time management skills with the ability to handle multiple projects simultaneously • Proficiency in Microsoft Excel or Google Sheets, including maintaining trackers, databases, and basic reporting • High attention to detail in data entry and record keeping • Excellent written and verbal communication skills in English • Experience managing shared inboxes and communicating with diverse stakeholders • Ability to work independently and prioritize competing deadlines Nice to Have • Experience in qualitative research or market research environments • Experience using spreadsheets for recruitment tracking, scheduling, or incentive management • Experience working with culturally and linguistically diverse communities • Experience coordinating interpreters or multilingual research • Experience liaising with community organizations Our Hiring Process We utilize AI tools to enhance hiring efficiency and ensure a fair evaluation. Consequently, candidates will engage with an AI Interviewer, supervised by Human Talent Acquisition Experts who will support your entire application journey. Our AI Expectations: While we encourage you to use AI for CV refinement and research, we require that all interviews and assessments be completed through your own authentic effort. The use of real-time AI assistance during interviews or to complete skills tests is strictly prohibited to ensure a fair and genuine evaluation of your capabilities. What You’ll Get At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies. · Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience. · Employee as our biggest asset: We are genuinely invested in our people’s career and welfare. · Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home. · Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth. Apply tot his job Apply To this Job