Lead Program Administrator (Bookkeeping & Operations), Language Services at International Institute of New England in Manchester, NH

Job description

• IINE Language Services provides critical language access support to the International Institute of New England, nonprofit organizations, schools, hospitals, community partners, and commercial clients. Services include on-site interpretation, on-demand over-the-phone and video remote interpretation, and document translation in more than 300 languages. Revenue from Language Services is reinvested in IINE programs and services for immigrants and refugees.
• Lead Program Administrator (Bookkeeping & Operations), Language Services. provides essential financial, administrative, interpretation, and translation coordination support for the Language Services program. This position is responsible for accurate bookkeeping, invoicing, accounts payable and receivable support, interpreter scheduling support, translation project coordination, client communication, and general administrative operations. The role helps ensure that service requests are handled efficiently, financial and operational records are accurate, and internal workflows are organized and well-coordinated.

Responsibilities

• Bookkeeping and Financial Administration
• Maintain accurate records of Language Services financial transactions and prepare reports as needed.
• Generate invoices for interpretation and translation services and create electronic payment links when appropriate.
• Support accounts receivable and accounts payable processes, including tracking outstanding invoices, payments, and related documentation.
• Assist with reviewing financial records, researching discrepancies, and supporting reconciliation processes related to Language Services payments.
• Track project numbers, interpreter assignments, translation documentation, timesheets, mileage submissions, and service records to support billing, payroll, and vendor payment processes.
• Maintain confidentiality when handling sensitive financial, client, interpreter, translator, and employee information.
• Interpretation Services Coordination
• Receive and process interpretation requests submitted by phone, email, website, and walk-in inquiry.
• Enter, update, and manage appointments in Atrium or other scheduling platforms.
• Assign interpreters to appointments and send confirmations, reminders, and related communications.
• Submit interpretation requests through third-party platforms when appropriate.
• Collect, review, and enter interpreter timesheet data to support bi-weekly payroll and monthly client billing.
• Review mileage submission forms and maintain accurate interpreter tracking spreadsheets, scheduling records, assignment records, and service documentation.
• Provide backup scheduling coverage during meetings, vacations, staff absences, and other periods of increased need.
• Translation Services Coordination
• Serve as a primary point of contact for translation requests from business and individual clients.
• Receive, organize, and process translation documents and related client materials.
• Obtain quotes and turnaround times from translators and communicate pricing, timelines, and service details to clients.
• Assign translation or project numbers and maintain accurate project documentation.
• Review, format, and prepare completed translations for delivery.
• Coordinate notarization, copying, mailing, or client pick-up when needed.
• Maintain organized translation records and file completed translations in the IINE Language Services Drive.
• Use appropriate file-sharing and document formatting methods to ensure materials are received, processed, and delivered accurately.
• Administrative and Communication Support
• Manage Language Services phone lines, voicemail, and shared service inboxes.
• Respond to client, interpreter, translator, staff, and vendor inquiries in a timely, professional, and service-oriented manner.
• Ensure timely follow-up on interpretation and translation service requests.
• Maintain accurate administrative records, shared files, spreadsheets, and program documentation.
• Support coordination among Language Services operations, finance, and program teams.
• Perform other duties as assigned to support the effective operation of the Language Services program.

Requirements

• Bookkeeping and financial record-keeping, including invoicing, accounts receivable, accounts payable, reconciliation support, and payment tracking.
• Strong administrative coordination skills, including scheduling, documentation, file management, data entry, and follow-up on service requests.
• Excellent attention to detail and accuracy when handling financial records, interpreter assignments, translation projects, timesheets, and client information.
• Professional customer service and communication skills with the ability to work effectively with clients, interpreters, translators, vendors, and internal staff.
• Ability to manage multiple priorities, deadlines, and service requests in a fast-paced environment.
• Strong discretion and judgment when handling sensitive financial, client, employee, interpreter, and translator information.
• Comfort using technology platforms for scheduling, billing, document sharing, data tracking, and remote communication.
• Sound problem-solving skills, including the ability to identify discrepancies, follow up on missing information, and escalate issues appropriately.
• Education and Experience
• High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business Administration, Accounting, Finance, Linguistics, Communications, or a related field preferred.
• One to three years of experience in bookkeeping, accounting support, accounts payable/receivable, office administration, scheduling, customer service, or service coordination preferred.
• Experience working in language services, nonprofit services, refugee and immigrant services, healthcare, education, legal services, or another client-facing environment preferred.
• Experience generating invoices, tracking payments, maintaining spreadsheets, reviewing timesheets, or supporting billing and payroll processes strongly preferred.
• Experience coordinating appointments, managing shared inboxes, communicating with vendors or contractors, and maintaining accurate service records preferred.
• Skills and Abilities
• Strong proficiency with Microsoft Office Suite, especially Excel, Word, and Outlook; ability to maintain accurate spreadsheets and shared tracking documents.
• Experience with accounting software such as QuickBooks; familiarity with Intacct strongly preferred but not required.
• Familiarity with interpretation and translation service workflows, including scheduling, project tracking, document handling, and client communication preferred.
• Ability to learn and use scheduling, billing, interpretation, translation, and file-sharing platforms, including Atrium, Boostlingo, SharePoint, and related systems.
• Excellent organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks, deadlines, and priorities in a fast-paced environment.
• Ability to work independently, take initiative, follow established procedures, and collaborate effectively as part of a team.
• Bilingual or multilingual ability preferred but not required.

Skills

Required

• Strong discretion and judgment
• Sound problem-solving skills
• Excellent organizational skills
• File-sharing platforms (SharePoint)
• Electronic payment links
• Data tracking and spreadsheet management