On-Site Appointment Scheduler – User Study

MUSTlive in Madrid, Spain for consideration Voxelmaps is seeking to fill the position of On-Site Appointment Scheduler to assist with our on-site location in MADRID, SPAIN for a user study collection project. This is a temporary role that will not result in a full-time permanent position. However, depending on the success of the project, there may be opportunities for future employment. The On-Site Appointment Scheduler is responsible for managing, coordinating, and rescheduling participant appointments at the study location. This role focuses on real-time scheduling support, participant communication, and calendar management for individuals who are unable to start or complete their study session as originally planned. This is not a recruiting or qualification role; instead, it supports operational flow and participant experience on-site. The Scheduler works closely with the on-site operations team, recruiters, and project management to ensure optimal utilization of study slots and minimize participant drop-off. This position will be scheduling appointments of the participants at the site, so you will be required to work from the local office. [Calle Rocoletos 19, 7th floor, 28001, Madrid]

Main Responsibilities:

• Manage and update the on-site study schedule for participants who:
• Are unable to begin their study session
• Are unable to complete their study session
• Need to be rescheduled due to eligibility, technical, or operational issues
• Communicate directly with participants (in person, by phone, SMS, or email) to:
• Confirm appointment changes
• Reschedule sessions
• Provide updated arrival instructions and expectations
• Input and maintain accurate participant appointment data in the CRM and scheduling systems
• Coordinate with on-site staff to:
• Identify open study slots
• Reassign participants efficiently
• Ensure smooth participant flow throughout the day
• Monitor attendance, no-shows, late arrivals, and incomplete sessions and take appropriate scheduling actions
• Provide real-time support to the operations team to help keep study capacity maximized
• Deliver a professional, courteous, and calm experience for participants who may be frustrated or confused due to scheduling changes

Additional Responsibilities:

• Serve as the primary on-site point of contact for appointment-related questions and issues
• Work closely with remote recruiting and project teams to align scheduling updates and availability
• Assist in documenting scheduling trends, common issues, and capacity gaps for reporting purposes
• Ensure compliance with study protocols, privacy guidelines, and participant communication standards

Work Environment & Schedule

• On-site position at the user study location
• Work schedule may fluctuate daily based on participant volume and operational needs
• Work week will typically be Tuesday–Saturday or Sunday–Thursday, with flexibility required for:
• Extended hours
• Occasional evening coverage

Qualification Requirements:

• 1 to 2 years of recent experience in a call center or as a high-volume recruiter.
• Ability to communicate effectively and professionally with Project Director, Project manager, Moderators, and Participants.
• Outgoing and friendly; able to quickly build professional rapport with individuals through various communications channels such as telephone and email
• Ability to make decisions, solve problems, and work independently with little supervision.
• Strong analytical and problem-solving skills.
• Ability to prioritize and multitask.
• Deadline-driven and detail-oriented.
• Enjoys working in a team-oriented, service-focused environment.
• Demonstrate extreme attention to detail and accuracy.
• Ability to prioritize and meet deadlines.
• Basic computer proficiency.
• Knowledge in the use of Microsoft applications.
• Knowledge in CRM's and Scheduling Software.
• Bilingual a must (English & local language)
• MUST LIVE IN MADRID
• MUST work on site.

Job Type:

• Full-Time, temporary contractor position.

Timeline:

• Start ASAP, running to early-to-mid February, 2026 with possible extension - not guaranteed. (Please understand: Start dates and project timeline can fluctuate and is not guaranteed/subject to change per client needs.)

Salary:

• 1900 EUR per month, paid monthly.

EEO Statement: Voxelmaps is an equal opportunity employer. All qualified applicants will receive consideration for employment. Supplier shall not discriminate against any worker based on age, disability, ethnicity, gender, marital status, national origin, political affiliation, color, race, religion, sexual orientation, gender identity or expression, union membership, protected veteran status, genetic information, or any other status protected by country law, in hiring and other employment practices. Supplier shall not require pregnancy or medical tests, except where required by applicable laws or regulations or prudent for workplace safety, and shall not improperly discriminate based on test results.

DISCLAIMER: All claims and offers to compensation, rewards, and onboarding procedures are at the sole discretion of Voxelmaps.

Job Types: Full-time, Temporary

Contract length: 2 months

Pay: 1,900.00€ per month

Application Question(s):

• Do you understand and acknowledge that this is a TEMPORARY position, and that there are no guarantees of job placement after the project is done?
• As stated in the job description, this is an independent contractor (freelance) role. Do you understand that you are responsible for your own taxes?
• Do you have a laptop/computer and a broadband internet connection to perform the work required for this position?
• Do you currently reside in Madrid?
• Do you possess basic computer skills with the ability to write legible emails?
• Do you have experience with Microsoft Office/365? (Word, Excel, Outlook, etc.)
• Are you available to start as soon as possible?

Work Location: In person