Scheduler/Admin

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