Immigration Administrative Assistant

Roots Global; Vitoria; Presencial; EUR 30.000 - 40.000; Jornada completa

Descripción de la vacante

A dynamic startup in Spain is seeking a proactive Global Mobility Support professional to assist international clients with their immigration documentation and administrative procedures. The ideal candidate will have at least 2 years of relevant experience, strong administrative skills, and be proficient in Spanish and English. This role offers a collaborative work environment and the opportunity for growth as the company expands.

Servicios

Workspace in a beautiful coworking space

Opportunities for growth and career development

Diverse and people-focused company culture

Formación

• Minimum 2 years of experience in administrative procedures, preferably in Spanish immigration or related fields.
• Strong administrative skills and ability to manage data efficiently.
• Experience in immigration, legal, or administrative support roles is a plus.

Responsabilidades

• Support immigration processes of clients in Spain.
• Manage client profiles on the platform.
• Provide timely updates to applicants regarding the status of their filings.

Conocimientos

Administrative procedures

Attention to detail

Proficiency in digital tools

Organisational abilities

Communication skills

Multitasking abilities

Spanish (C1)

English (B2)

Descripción del empleo

Role Overview

We are looking for a proactive, people-focused, and resourceful professional to join our fast-growing startup as Global Mobility Support. In this role, you will support international clients throughout their immigration and administrative journey in Spain — ensuring they feel guided, informed, and supported from start to finish.

Key Responsibilities

• Perform any administrative tasks necessary to support the immigration processes of our clients in Spain.
• Provide administrative support to the Legal Team to ensure efficient case handling and smooth internal workflows.
• Manage the corporate email inbox and respond to client inquiries in a friendly, professional, and timely manner.
• Create and manage client profiles on our platform, ensuring accurate and up-to-date documentation throughout their process.
• Assist applicants in gathering the required documentation for immigration filings, including providing clear instructions and supporting them in obtaining documents from Spanish authorities and from authorities in other countries.
• Provide applicants with guidance on the content, format, and legal requirements of documents — including translations, notarisation, legalisation, apostilles, and other formalities when needed.
• Provide guidance to clients on Spanish immigration and administrative procedures, such as TIE, CRUE, City Hall registration (Empadronamiento), and appointments with Police, Consulates, Tax Agency, Social Security, and other public authorities.
• Ensure timely collection and validation of documentation submitted by applicants by conducting regular follow-ups and reviewing documents promptly to confirm accuracy and compliance.
• Provide timely updates to applicants regarding the status of their filings and offer clear, supportive instructions on next steps throughout the immigration process.
• Coordinate services with external partners or agencies when required by clients.
• Coordinate translation, tax, and other complementary services.
• Issue, manage, and follow up on invoicing.
• Hold calls with clients to clarify administrative questions and guide them through each step of the process.
• Prepare documentation, complete forms, and perform general administrative tasks.
• Maintain platform records and ensure client reports and status updates are accurate and organised.
• Conduct proactive follow-ups to ensure clients feel supported, receive excellent service, and remain satisfied throughout their journey.

Requirements

• Minimum 2 years of experience in administrative procedures , preferably in Spanish immigration or related legal / administrative fields.
• Strong administrative skills , attention to detail , and ability to manage and optimise data efficiently across multiple platforms.
• Proficiency in digital tools and systems for document management and process tracking.
• Excellent organisational , communication , and multitasking abilities, with proven capacity to work under pressure in a fast-paced environment.
• Spanish (C1) and English (B2) , both written and spoken.
• Proactive, reliable, and solution-oriented , with a strong sense of empathy and teamwork.
• Ability to work independently while collaborating effectively within a team.
• Experience in immigration , legal , or administrative support roles is a plus.

What we offer

• A workspace in a beautiful coworking space with stunning views of Barcelona.
• A dynamic startup environment with real opportunities for growth and career development through exposure to real immigration cases and cross-functional collaboration.
• A diverse, international, and people-focused company culture.
• A role with purpose — helping people start a new chapter of their lives in Spain.
• Opportunities to take on more responsibility as the company grows.
• Work with a multicultural, mission-driven team passionate about helping people relocate and build new lives in Spain.