Visa and Immigration Document Coordinator

Position Overview

Our client is seeking a detail-oriented Visa & Immigration Documentation Coordinator to support the preparation, tracking, and administration of employee and contractor travel and immigration documentation. This position is ideal for someone with experience coordinating passports, visas, documentation, compliance records, or related administrative processes.

Key Responsibilities

• Colelct, review, and prepare passport, travel visa, employment visa, and other immigration-related documentation.
• Aid employees and contractors in completing required forms and gathering supporting documentation.
• Review documentation for completeness and accuracy before submission to visa processing agencies and service providers.
• Track visa issuance dates, expiration dates, renewals, passport validity, and other critical deadlines.
• Maintain detailed Excel tracking spreadsheets for offshore crews, employees, and contractors.
• Monitor immigration and travel requirements for various countries and conduct research through embassy websites and government resources.
• Aid in preparing and submitting documentation packages to visa service providers and foreign agents.
• Maintain accurate electronic records and documentation within SharePoint and shared filing systems.
• Ensure compliance with company procedures and document retention requirements.
• Communicate status updates and timelines to employees, contractors, and internal stakeholders.
• Support invoice review, expense tracking, filing fee monitoring, and other administrative accounting functions related to immigration processes.
• Assist the immigration team with special projects and process improvements.

Required Qualifications

• Experience handling passports, travel visas, work visas, or related documentation.
• Strong document review, document preparation, and records management experience.
• Intermediate to advanced Excel skills, including maintaining tracking spreadsheets and monitoring deadlines.
• Experience working with document management systems, shared drives, or SharePoint.
• Exceptional attention to detail and accuracy.
• Strong organizational and time management skills.
• Ability to research information independently and apply changing requirements.
• Excellent written and verbal communication skills.
• Ability to manage confidential and sensitive information.
• Ability to work independently while collaborating effectively with a team.

Highly Preferred Qualifications

• Experience supporting immigration, global mobility, travel, legal, compliance, or HR documentation-focused functions.
• Experience coordinating with visa service providers, embassies, consulates, or third-party vendors.
• Experience reviewing invoices, tracking fees, or supporting administrative accounting processes.
• Associate's or Bachelor's degree preferred but not required.