Visa Executive

Kalpataru International; Mumbai; On-site; INR 900,000 - 1,500,000; Full time

Job summary

Kalpataru International is seeking a Visa & Ticketing Coordinator in Mumbai to manage end-to-end travel arrangements and visa processing for employees traveling to domestic and international project locations. You will coordinate with travel agencies, embassies, employees, and internal stakeholders to ensure timely processing of visas, air tickets, travel insurance, and related documentation.

You will handle end-to-end visa processing, coordinate with embassies/visa agencies, maintain records,

Qualifications

• 8–15 years of experience in visa processing and corporate travel coordination.
• Experience handling work visas, business visas, and travel arrangements for international locations.
• Knowledge of immigration procedures and documentation requirements for various countries.
• Proficiency in MS Office (Excel, Word, Outlook).
• Strong coordination, communication, and organizational skills.
• Ability to work under tight timelines and manage multiple visa and travel requests simultaneously.

Responsibilities

• Handle end-to-end visa processing for employees and new joinees travelling to international locations.
• Coordinate with embassies, consulates, visa agencies, and travel partners for visa applications and approvals.
• Maintain records of passports, visas, work permits, and travel-related documents.
• Arrange domestic and international flight bookings, hotel accommodations, and transportation wherever required
• Coordinate travel itineraries and communicate travel details to employees.

Skills

Visa Processing

International Ticketing

Travel Coordination

Passport & Immigration Documentation

Work Permit Processing

Travel Management

Employee Mobilization

MIS Reporting

Vendor Coordination

Stakeholder Management

Tools

MS Office (Excel/Word/Outlook)

Job description

Role: Visa & Ticketing Coordinator

Job Summary

The Visa & Ticketing Coordinator will be responsible for managing end-to-end travel arrangements and visa processing for employees travelling to domestic and international project locations. The role involves coordinating with travel agencies, embassies, employees, and internal stakeholders to ensure timely processing of visas, air tickets, travel insurance, and related documentation.

Key Responsibilities

• Handle end-to-end visa processing for employees and new joinees travelling to international locations.
• Coordinate with embassies, consulates, visa agencies, and travel partners for visa applications and approvals.
• Maintain records of passports, visas, work permits, and travel-related documents.
• Arrange domestic and international flight bookings, hotel accommodations, and transportation wherever required
• Coordinate travel itineraries and communicate travel details to employees.
• Ensure compliance with immigration, travel, and company policies.
• Track visa expiry dates and initiate renewals in a timely manner.
• Arrange travel insurance and other mandatory travel documentation.
• Coordinate and follow up with project teams, Talent acquisition and employees regarding travel requirements, yellow fever/Polio vaccination, PCC and completion of other mandatory pre visa formalities.
• Maintain MIS records related to visa status, ticket bookings, and travel expenses.
• Resolve travel-related issues, including flight changes, cancellations, and emergency travel requirements.
• Support mobilization and demobilization activities for overseas project personnel in terms of visa processing and ticket bookings etc
• Any other task assigned by the manager from time to time

Desired Candidate Profile

• Graduate in any discipline.
• 8-15 years of experience in visa processing and corporate travel coordination.
• Experience handling work visas, business visas, and travel arrangements for international locations.
• Knowledge of immigration procedures and documentation requirements for various countries.
• Proficiency in MS Office (Excel, Word, Outlook).
• Strong coordination, communication, and organizational skills.
• Ability to work under tight timelines and manage multiple visa and travel requests simultaneously.

Preferred Experience

• Experience in EPC, Construction, Infrastructure, Power, Oil & Gas, or Engineering organizations.
• Familiarity with mobilization of personnel for overseas projects.

Key Skills

• Visa Processing
• International Ticketing
• Travel Coordination
• Passport & Immigration Documentation
• Work Permit Processing
• Travel Management
• Employee Mobilization
• MIS Reporting
• Vendor Coordination
• Stakeholder Management