Back Office Executive

Pratham International; Vadodara; On-site; INR 240,000 - 320,000; Full time

Job summary

Pratham International in Vadodara invites a detail-oriented Back Office Executive to support the Visitor Visa Department with documentation, client records, and coordination with counselling and filing teams. The role requires a graduate with 0–2 years of experience in back office or visa processing and strong MS Excel/Word skills.

Candidates should be organized, able to manage multiple client files, and meet deadlines. Freshers with good communication and organizational skills may apply.

Qualifications

• Graduate in any discipline.
• 0-2 years of experience in back office, documentation, visa processing, or a similar role preferred.
• Good knowledge of MS Excel, MS Word, email, and basic computer applications.
• Strong attention to detail and documentation skills.
• Good communication and coordination skills.
• Ability to manage multiple client files and meet deadlines.
• Candidates with experience in visitor visa, immigration, travel, or visa consultancy will be preferred.
• Freshers with good communication and organizational skills may also apply.

Responsibilities

• Handle and maintain visitor visa application documents, forms, and client records.
• Collect, verify, organize, and update client documents as per the required visa checklist.
• Prepare and maintain visa application files, documentation, and supporting documents.
• Coordinate with clients to collect pending or additional documents and information.
• Assist the visa filing team in completing application forms and preparing files for submission.
• Ensure all documents are accurate, complete, properly formatted, and up to date before submission.
• Maintain proper records of client applications, document status, appointments, and submissions.
• Coordinate with Visa Counsellors and Visa Filing Team regarding application progress and pending requirements.
• Follow up with clients for missing documents, signatures, payments, biometrics, medicals, and other requirements.
• Update application status and maintain accurate data in Excel, CRM, or other internal systems.
• Assist in scheduling and coordinating biometrics and visa appointments when required.
• Maintain confidentiality and securely handle client personal and financial documents.
• Track application deadlines and ensure documents and files are completed within the required timelines.
• Assist with post-submission follow-ups, passport collection/submission, and visa decision updates.
• Perform general administrative and back-office tasks related to the Visitor Visa Department.

Skills

Attention to detail

Documentation skills

Communication

Coordination

Education

Graduate

Tools

MS Excel

MS Word

Email

Job description

We are looking for a detail-oriented and organized Back Office Executive to join our Visitor Visa Department. The ideal candidate will be responsible for handling visa documentation, maintaining client records, coordinating with the visa counselling and filing teams, and ensuring that applications are processed accurately and efficiently.

Requirements

Key Responsibilities

• * Handle and maintain **visitor visa application documents, forms, and client records**.
• * Collect, verify, organize, and update client documents as per the required visa checklist.
• * Prepare and maintain **visa application files, documentation, and supporting documents**.
• * Coordinate with clients to collect pending or additional documents and information.
• * Assist the visa filing team in **completing application forms and preparing files for submission**.
• * Ensure all documents are **accurate, complete, properly formatted, and up to date** before submission.
• * Maintain proper records of client applications, document status, appointments, and submissions.
• * Coordinate with **Visa Counsellors and Visa Filing Team** regarding application progress and pending requirements.
• * Follow up with clients for **missing documents, signatures, payments, biometrics, medicals, and other requirements** as applicable.
• * Update application status and maintain accurate data in **Excel, CRM, or other internal systems**.
• * Assist in scheduling and coordinating **biometrics and visa appointments** when required.
• * Maintain confidentiality and securely handle **client personal and financial documents**.
• * Track application deadlines and ensure documents and files are completed within the required timelines.
• * Assist with **post-submission follow-ups**, passport collection/submission, and visa decision updates.
• * Perform general administrative and back-office tasks related to the **Visitor Visa Department**.

Requirements

• * Graduate in any discipline.
• * **0-2 years of experience** in back office, documentation, visa processing, or a similar role preferred.
• * Good knowledge of **MS Excel, MS Word, email, and basic computer applications**.
• * Strong attention to detail and documentation skills.
• * Good communication and coordination skills.
• * Ability to manage multiple client files and meet deadlines.
• * Candidates with experience in **visitor visa, immigration, travel, or visa consultancy** will be preferred.
• * Freshers with good communication and organizational skills may also apply.