Coordinator – Fragomen Nomadic

Job Description

Role Objective 

The purpose of the Coordinator role is to assist with the administrative elements of case working and account management. The Coordinator will provide exceptional levels of business support to a wide range of internal clients by supporting Nomadic’s Consultants, Seniors, Supervisors and Managers in an administrative capacity. They are exposed to a range of business visa applications across multiple jurisdictions and will have an opportunity to support multiple clients of the firm. 

Key responsibilities 

• Drafting and amending cover letters for applications as required. 
• Scanning of documents received, to be submitted and once completed, to be saved in CRM under the timeline, traveller or app as appropriate. 
• Overseeing the updating of case files on CRM and ensuring the maintenance of the team’s work in progress. 
• Checking the manifests in CRM match the applications ready to be submitted and collected, including highlighting where applications have been placed for these steps but not updated in the CRM. 
• Checking that all cases due for submission and collection are marked as submitted and collected for the team (ensuring no applications are overlooked) 
• Printing a list of applications to be submitted and collected on a daily basis for the consular liaisons if required. 
• Printing a list of applications on a daily basis for the Admin team to record the details for cash spent. 
• Tracking and handling documents received into the office for the team and ensuring proper protocols are followed regarding data privacy and the safe management of sensitive documentation. 
• Arranging international and domestic couriers to collect and ship documents to internal and external stakeholders, sometimes on an urgent basis. 
• Ensuring consistent work output when working under time pressure and managing multiple tasks. 
• Assisting finance team to facilitate billing process e.g. tracking unknown online payments. 
• Managing own time and tasks to ensure smooth processing for the team. 
• Scanning visa copies and receipts in to CRM. 
• Assisting with any additional administrative functions, as needed. 

Key Skills 

• Excellent communication skills; able to communicate with colleagues at all levels, strong listening and writing skills, demonstrates professionalism in all communications 
• Able to meet deadlines and priorities for own work, considering delivery expectations and urgency of matters 
• Able to take instruction and work well as part of a team 
• Highly organised with an eye for detail 
• Able to work in a fast-paced environment, with tight deadlines 
• Knowledge of Microsoft Office Suite products and other systems 
• Additional languages are always beneficial 

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