Scheduling & Vendor Coordinator (Language Services)

Job description

Scheduling & Vendor Coordinator

Full-Time, On-Site – San Isidro, Lima

Montana Language Services (MTLS)

Are you passionate about connecting people across languages and cultures?

Do you thrive in fast-paced environments and enjoy solving problems on the fly?

Join our mission-driven team at
Montana Language Services

as our next
Scheduling and Vendor Coordinator

.

In this role, organization, curiosity, and clear communication make a real difference every day.

About the Role

You will coordinate interpretation and translation workflows, manage interpreter and translator vendors, and ensure operational excellence across client accounts.

You are the link between clients, interpreters, and translators, from intake through completion.

You will anticipate challenges, solve issues in real time, and suggest improvements that raise quality and efficiency.

As we grow, this role can evolve with more ownership over processes, training materials, and vendor strategy.

Key Responsibilities

• Manage the full lifecycle of mainly interpretation and as-needed translation requests, from intake to completion, ensuring requests are complete and aligned with client expectations.
  
  
• Assign linguists based on availability, language pair, subject matter expertise, and client requirements.
  
  
• Serve as the primary point of contact for assigned accounts, communicating professionally via phone, email, and internal platforms.
  
  
• Lead real-time problem solving when changes arise, maintain service continuity, and communicate updates clearly.
  
  
• Track and analyze service metrics, including fill rate, no shows, incidents, and client feedback, and share insights to improve delivery.
  
  
• Confirm client readiness for assignments, including platform access, meeting links, audio setup, and basic terminology resources.
  
  
• Prepare and send interpreter confirmations, generate internal purchase orders, and support usage reporting for accurate invoicing.
  
  
• Partner with accounting to verify project data and support timely billing in QuickBooks Online.
  
  
• Prepare quotes and collaborate with leadership on estimates and scope.
  
  
• Lead client onboarding for assigned accounts, share guides and training materials, and ensure clients can request services correctly.
  
  
• Strengthen client relationships through consistent, responsive support that drives retention.
  
  
• Strategically recruit, onboard, and maintain a strong roster of interpreters and translators, with a focus on rare or high-demand languages
• Develop and manage an in-person interpreter pool in key Montana locations for high-priority accounts, ensuring adequate coverage and responsiveness
• Manage vendor relationships by verifying qualifications, monitoring performance, and ensuring timely communication and support
• Think critically and independently to anticipate client and vendor needs, resolve issues, and contribute to continuous process improvement
• Deliver high-quality, dependable service that supports both internal team growth and client retention.
  
  

Required Qualifications

• 1 to 3 years of experience in scheduling, coordination, client services, operations, or virtual assistance.
  
  
• Experience using Boostlingo as an interpretation management tool.
  
  
• Proven ability to manage requests end-to-end with minimal supervision, and to prioritize in a fast-moving environment.
  
  
• Strong communication skills in English and Spanish, written and verbal, with a professional and client-focused tone.
  
  
• Experience coordinating independent contractors or vendors is a plus.
  
  
• Comfortable with Google Workspace, email and calendar management, cloud tools, and basic spreadsheets for tracking and reporting.
  
  
• High attention to detail, strong organization, and a problem-solving mindset.
  
  
• Familiarity with U.S. workplace expectations when supporting American clients.
  
  
• Comfortable coordinating remote and in-person teams across time zones.
  
  
• Strong knowledge of professional interpreting standards, terminology, and industry best practices.
  
  

Preferred Qualifications

• Experience in language services, education, healthcare, or legal settings.
  
  
• Familiarity with QuickBooks Online for billing coordination.
  
  
• Experience with a TMS or CAT tool such as Phrase.
  
  
• Experience with LSP.Expert in translation tracking is a plus.
  
  

Location & Work Schedule

• Location

: San Isidro, Lima, Peru (on-site)
- Schedule

: Monday through Friday, full-time business hours

About MTLS

Montana Language Services is a language service provider with a headquarters in Montana, USA, dedicated to breaking language barriers in the workplace.

We offer comprehensive translation and interpretation solutions.

Compensation

$1,000 to $1,400 USD per month

, based on experience, performance, and ownership of responsibilities.

Bonus:

Eligible for a year-end bonus of up to 5% of annual salary, tied to individual and company performance.

Please note:

This is a salaried position and does not include overtime pay.

While occasional extended hours may be required during peak periods, we value work-life balance and expect team members to manage their time effectively.

Additional Benefits

• Monday to Friday schedule full business days.
  
  
• U.S. holidays
• Opportunity to work with a
  U.S.-based company

and gain international experience
- Clear
growth opportunities

within the company
- Paid time off:
- After 6 months:
5 paid vacation days

+
3 sick days
- After 1 year:
10 paid vacation days

+
5 sick days
- Your birthday off

– because you deserve to celebrate

How to Apply

Interested in joining our team?

We'd love to hear from you.

Please send your
CV

and a
brief cover letter

in English to

with the subject line:
NAME | Interpretation Operations Coordinator | San Isidro

In your cover letter, briefly
respond to 2

out of the 3 following questions (1–2 paragraphs per question is sufficient):

1. Describe a time you had to solve a complex problem with limited time or resources.
   
   What steps did you take, and what was the outcome?
   
   
2. Share an example of when you had to make an important decision without detailed instructions.
   
   How did you approach it, and what happened as a result?
   
   
3. Describe a situation where you had to manage multiple priorities simultaneously.
   
   How did you stay organized and ensure everything was completed accurately?
   
   

Applications without responses to these questions will not be considered.

**Start Date: Flexible**

Required Skill Profession

Other General