Visa Operations Coordinator

MicroSourcing; Angeles; Hybrid; PHP 420,000 - 660,000; Full time

Benefits offered by this job

Healthcare coverage on day one

Paid time off with cash conversion

Group life insurance

Performance bonuses

Job summary

MicroSourcing in the Philippines is seeking a Visa Operations Coordinator to drive end-to-end visa processing and compliance for international campaigns. Hybrid work setup with day shifts in Clark, Pampanga, supporting migration agents, clients, and recruitment teams.

The role emphasizes candidate guidance, documentation accuracy, and proactive risk management to ensure on-time start dates and smooth mobilisation for multiple campaigns.

Qualifications

• Collecting, reviewing and validating candidate documentation to ensure completeness and accuracy prior to visa lodgement.
• Preparing and compiling documentation for Subclass 482 nomination and visa applications.
• Ensuring documentation aligns with DHA requirements and internal compliance standards.
• Proactively identifying and resolving documentation gaps, inconsistencies or risks prior to submission.
• Maintaining audit-ready records across all candidate files.

Responsibilities

• Acting as the primary coordination point between migration agents, Australian clients, and internal recruitment teams.
• Liaising with migration agents to track application progress and ensure timely submissions.
• Supporting Australian Business Development teams with candidate and visa updates for client reporting.
• Attending client meetings to provide visa insights and pipeline visibility.
• Building strong working relationships with key stakeholders to ensure smooth delivery across campaigns.
• Providing clear guidance to candidates on visa processes, documentation requirements, timelines and expectations.
• Managing high volumes of candidates across multiple campaigns and tranches at different stages of the migration lifecycle.
• Coordinating mobilisation logistics including travel bookings, arrival schedules and initial accommodation.
• Monitoring milestones and driving progress to avoid delays or expiry risks.
• Maintaining accurate visa and candidate status reports across all active campaigns.
• Identifying bottlenecks and recommending improvements to increase efficiency and throughput.
• Contributing to SOPs for offshore recruitment and visa coordination.
• Supporting automation and system improvements (e.g. ATS integration, document tracking systems).

Job description

Visa Operations Coordinator

Work setup: Hybrid | Day shift

Location: Clark, Pampanga

Why join MicroSourcing?

You’ll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time‑off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company‑sponsored events and activities.
• Work‑Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role

Visa Processing & Compliance

• Collecting, reviewing and validating candidate documentation (passports, resumes, qualifications, licences) to ensure completeness and accuracy prior to visa lodgement.
• Preparing and compiling documentation for Subclass 482 nomination and visa applications, including employment contracts, position descriptions and supporting evidence.
• Ensuring all documentation aligns with Department of Home Affairs (DHA) requirements and internal compliance standards.
• Proactively identifying and resolving documentation gaps, inconsistencies or risks prior to submission.
• Maintaining audit‑ready records across all candidate files to support internal and external compliance reviews.

Stakeholder Management (Migration Agents, Clients & Internal Teams)

• Acting as the primary coordination point between migration agents, Australian clients, and internal recruitment teams.
• Liaising with migration agents to track application progress, elevate issues, and ensure timely submissions.
• Supporting Australian Business Development teams with candidate and visa updates for client reporting and meetings.
• Attending client meetings where required to provide visa insights, candidate readiness updates and pipeline visibility.
• Building strong working relationships with key stakeholders to ensure smooth delivery across multiple campaigns.

Candidate Management & Experience

• Providing clear, structured guidance to candidates on visa processes, documentation requirements, timelines and expectations.
• Managing high volumes of candidates across multiple campaigns and tranches at different stages of the migration lifecycle.
• Acting as a key point of contact for candidates, ensuring a high‑quality, consistent candidate experience.
• Supporting candidates through relocation, including coordination of flights, initial accommodation and onboarding requirements.
• Conducting regular post‑arrival check‑ins (up to 6 months) to support retention, engagement and early issue resolution.

End‑to‑End Process Coordination

• Coordinating all candidate requirements including:
  • Health assessments
  • Skills assessments
  • English language testing
  • Police clearances and other compliance checks
• Managing timelines across multiple parallel processes to ensure alignment with visa lodgement and client start dates.
• Monitoring application milestones and proactively driving progress to avoid delays or expiry risks.

Reporting, Forecasting & Pipeline Management

• Maintaining accurate and up‑to‑date visa and candidate status reports across all active campaigns.
• Tracking key milestones including application lodgement, approvals, mobilisation and arrival dates.
• Producing regular pipeline reports to support:
  • Workforce planning
  • Client forecastingRevenue projections
• Identifying bottlenecks in the process and recommending improvements to increase efficiency and throughput.

Mobilisation & Arrival Planning

• Coordinating mobilisation logistics including travel bookings, arrival schedules and initial accommodation.
• Aligning candidate arrival timelines with client workforce requirements and project start dates.
• Supporting onboarding readiness including documentation, inductions and compliance checks prior to site mobilisation.

Risk Management & Escalation

• Proactively identifying risks across visa processing, candidate readiness or mobilisation timelines.
• Escalating issues early to migration agents, clients and internal stakeholders to minimise operational impact.
• Monitoring candidate wellbeing and employment conditions post‑arrival, escalating concerns where required.

Process Improvement & Scalability

• Identifying opportunities to improve processes, templates and workflows to support high‑volume international recruitment programs.
• Contributing to the development of standard operating procedures (SOPs) for offshore recruitment and visa coordination.
• Supporting automation and system improvements (e.g. ATS integration, document tracking systems).

CORE COMPETENCIES

Leadership & Strategic Thinking

• Understands and supports Stellar’s vision, values and business objectives and recognises own work contributes to the achievement of Stellar’s goals.
• Thinks and plans ahead
• Questions existing processes and thinks innovatively for ways to enhance organisational systems and encourages others to do the same
• Actively participates in decision making and incorporates the outcomes into work plans
• Considers the team when contributing to decision making

Communication

• Confidently presents message in a clear and concise manner
• Communicates in an appropriate, concise and professional manner in all forms of communication
• Tailors communication style and language to use the most appropriate form for the audience
• Pays close attention when listening to others and checks own understanding of conversations and instructions
• Picks up on non‑verbal cues when interacting with others and responds appropriately
• Anticipates the key concerns of the audience and takes action to find a solution
• Considers different points and views; considers them in own thinking and argument

Teamwork

• Actively pursues collaborative working relationships and partnerships and represents Stellar effectively to all stakeholders
• Keeps team up‑to‑date with own tasks and projects
• Seeks opportunities for learning, applies new knowledge and ideas and shares these with others
• Builds rapport and cooperation within and across teams to produce effective outcomes
• Treats people with respect and courtesy and takes time to listen to colleagues and appreciate/ respond to their needs and views

Personal Drive & Integrity

• Demonstrates and promotes Stellar’s values and code of conduct
• Displays high ethical and professional standards and practices in all aspects of work and approaches work in a positive attitude and maintains personal health and well‑being
• Enthusiastically accepts tasks and initiates action
• Accepts responsibility for the consequences of its own behaviour, is aware of own impact on others and seeks guidance and advice when required
• Takes responsibility for achieving objectives and progressing work and is open to feedback
• Seeks development options for self based on understanding of strengths, capabilities and weaknesses

Customer Service

• Understands and supports Stellar’s commitment to customer service
• Asks questions to ensure accurate understanding of client and candidate expectations and uses this to provide solutions
• Responds promptly to customer needs/requests and follows through on commitments
• Strives to meet agreed timelines and deliver on promises and maintains quality of service despite time constraints
• Seeks to understand and address service delivery issues promptly and implement effective solutions

Prioritising and Planning

• Manages work and monitors progress against set priorities, shows initiative and proactively steps in and does what is required
• Takes personal responsibility for meeting objectives and alerts supervisor if work is behind schedule
• Creates and actively maintains plans and schedules and reorganises if priorities change
• Utilises resources available to ensure success
• Develops plans for achieving individual KPIs

• Terms & conditions apply