Scheduler/Admin

Hanna Interpreting Services LLC; Spring Valley (WI); Hybrid; USD 25,000 - 33,000; Full time

Job summary

Hanna Interpreting Services LLC in Wisconsin is seeking a Scheduler/Admin to support the Special Events team. The role blends scheduling and administrative duties, ensuring jobs are created and booked within SLA timelines with same-day confirmations.

It provides overflow and backup support across the department. Responsibilities include creating and scheduling jobs promptly, updating HubSpot, and maintaining accurate notes, while collaborating with team members to keep pipelines moving

Qualifications

• Experience in scheduling and administrative functions.
• Strong attention to detail and organizational skills.
• Excellent communication and time management abilities.

Responsibilities

• Create jobs in HubSpot within 48 hours of ticket submission.
• Schedule jobs within 48 hours of creation.
• Send confirmation messages the same day interpreters are booked.
• Manage scheduling for the Southern region while supporting team overflow.
• Communicate professionally with customers regarding job and interpreter updates.
• Collaborate with team members to ensure all job data is accurate and complete.
• Support backlog reduction and ensure jobs are moving through the pipeline efficiently.
• Maintain updated notes and close tickets once jobs are confirmed.
• Review new requests and create corresponding jobs within SLA.
• Schedule open jobs and confirm interpreter assignments promptly.
• Update HubSpot with accurate job information and notes.
• Communicate with admins and schedulers to keep tasks moving.
• Monitor pipeline and assist with urgent or delayed tasks.
• Support the supervisor and lead in implementing new workflows or process updates.

Skills

Scheduling experience

Attention to detail

Time management

Communication

Adaptability

Tools

HubSpot

Job description

Schedule:

Monday through Friday, 10:00 AM – 7:00 PM

Position Summary:

Scheduler/Admin serves a hybrid role within the Special Events team, performing both scheduling and administrative duties. They are responsible for ensuring jobs are created and booked within SLA timelines, with confirmations sent the same day. This role focuses on scheduling and provides overflow and backup support across the department.

Key Responsibilities:

• Create jobs in HubSpot within 48 hours of ticket submission


• Schedule jobs within 48 hours of creation


• Send confirmation messages the same day interpreters are booked


• Manage scheduling for the Southern region while supporting team overflow


• Communicate professionally with customers regarding job and interpreter updates


• Collaborate with team members to ensure all job data is accurate and complete


• Support backlog reduction and ensure jobs are moving through the pipeline efficiently


• Maintain updated notes and close tickets once jobs are confirmed

Daily Tasks:

• Review new requests and create corresponding jobs within SLA


• Schedule open jobs and confirm interpreter assignments promptly


• Update HubSpot with accurate job information and notes


• Communicate with admins and schedulers to keep tasks moving


• Monitor pipeline and assist with urgent or delayed tasks


• Support the supervisor and lead in implementing new workflows or process updates

Qualifications:

• Experience in both scheduling and administrative functions


• Strong attention to detail and organizational skills


• Knowledge of HubSpot and scheduling tools


• Excellent communication and time management abilities


• Adaptable to changing priorities and able to support team needs across roles