HR & Immigration Coordinator

About the role

AOI Applied Optoelectronics, Inc. (AOI) is a leading developer and manufacturer of advanced optical and HFC networking products. AOI is headquartered in Sugar Land, Texas, and is a vertically integrated company that designs and manufactures everything from semiconductor laser chips to finished optical transceivers, serving tier-one customers across cloud computing, broadband, and telecom.

Responsibilities

• Provide administrative support for employment-based immigration processes (e.g., document collection, tracking, and coordination with legal counsel).
• Maintain organized and compliant immigration records and employee documentation.
• Aid in the preparation of internal documentation related to visa sponsorships, transfers, and compliance tracking.
• Prepare employment verification letters, visa support letters, and invitation letters for business visitors and immigration-related purposes.
• Aid in the preparation of employment letters for visa petitions, transfers, and internal documentation needs.
• Administer the full conversion lifecycle from temporary to full-time status: distribute and track non-exempt performance reviews, review evaluation outcomes (pass, extend, or fail), initiate background checks, and prepare conversion documentation.
• Review background check results and escalate discrepancies or concerns to the appropriate HR leader promptly.
• Track probation review timelines and respond to inquiries from supervisors and employees.
• Coordinate onboarding logistics for new employees, including orientation scheduling, preparation of employee files, offer letter distribution, and first-day readiness.
• Prepare and coordinate welcome materials for new employees and company visitors, including branded items and gift sets.
• Ensure all new hire documentation is complete and properly filed by the employee's start date.
• Maintain employee personnel files (electronic and physical) with accuracy, completeness, and compliance with retention requirements.
• Prepare, submit, and track purchase orders for HR-related expenses, including vendor services, immigration costs, and departmental events.
• Carefully coordinate invoice documentation and ensure proper approvals before submission to Accounting.
• Perform routine filing, document scanning, and record retention activities.
• Support general office administration for the HR function, including supply coordination and documentation management.
• Coordinate HR-related events and programs, including quarterly employee events and orientation sessions, managing logistics end to end.
• Support workforce engagement initiatives and internal communication activities as directed by HR leadership.

Qualifications

• Candidates must be authorized to work in the United States.
• Required: Associate's or Bachelor's degree in Human Resources, Business Administration, or a related field.
• 1–3 years of experience in HR administration, immigration coordination, or workforce operations.
• Mandatory: Strong organizational and time management skills with the ability to manage multiple parallel workstreams during peak periods.
• High attention to detail in data entry, documentation, and compliance processes.
• This role handles sensitive employee and immigration data daily.
• Experience working with HRIS platforms and workforce management systems (ADP and VMS platform experience preferred).
• Clear written and verbal communication skills.
• The Coordinator interfaces regularly with employees, managers, staffing agencies, immigration counsel, and Accounting.
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Prior experience supporting employment-based immigration processes (H-1B, L-1, PERM, or similar) is preferred.
• Familiarity with temporary staffing agency management and temp-to-perm conversion workflows is preferred.
• Experience with onboarding systems or applicant tracking systems is preferred.
• Bilingual proficiency (Mandarin, Spanish, or Vietnamese) is a plus.