Visa Processing Coordinator

MicroSourcing; Angeles; Hybrid; PHP 500,000 - 700,000; Full time

Benefits offered by this job

Healthcare coverage on day one

Performance bonuses

Group life insurance

Paid time off with cash conversion

Job summary

MicroSourcing is seeking a Visa Processing Coordinator to manage end-to-end visa processing for candidates across multiple campaigns from Clark, Pampanga. The role requires coordinating migration agents, clients and internal teams, ensuring DHA compliance and timely submissions, and guiding candidates through the process.

Your responsibilities include documenting, auditing, and tracking progress, while coordinating mobilisations, onboarding and post-arrival checks to ensure a smooth deployment

Responsibilities

• 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.
• Identifying and resolving documentation gaps, inconsistencies or risks prior to submission.
• Maintaining audit-ready records across candidate files for reviews.
• Coordinating between migration agents, Australian clients, and internal recruitment teams.
• Tracking application progress with agents to ensure timely submissions.
• Providing candidate and visa updates for client reporting and meetings.
• Attending client meetings to provide visa insights and pipeline visibility.
• Building strong stakeholder relationships to ensure smooth delivery across campaigns.
• Guiding candidates on visa processes, timelines and expectations.
• Managing high volumes of candidates across multiple campaigns and stages.
• Being the main contact for candidates to ensure a high-quality experience.
• Coordinating mobilisation logistics including travel bookings and initial accommodation.
• Aligning arrival timelines with client needs and project start dates.
• Supporting onboarding readiness including inductions and compliance checks.
• Coordinating health and skills assessments, language testing and police clearances.
• Managing timelines across parallel processes to align with lodgement and start dates.
• Monitoring milestones and driving progress to avoid delays.
• Maintaining visa and candidate status reports for campaigns.
• Tracking milestones – lodgement, approvals, mobilisation and arrival.
• Producing pipeline reports for workforce planning and revenue projections.
• Identifying bottlenecks and suggesting efficiency improvements.
• Identifying risks and escalating early to minimise impact.
• Developing SOPs for offshore recruitment and visa coordination.
• Supporting automation and system improvements.

Job description

Position

Visa Processing Coordinator

Work setup

Hybrid | Day shift

Location

Clark, Pampanga

Why join MicroSourcing?

• 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 – application lodgement, approvals, mobilisation and arrival dates.
• Producing regular pipeline reports to support:
  • Workforce planning
  • Client forecasting
  • Revenue 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 key concerns of the audience and takes action to find a solution.
• Contemplates 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 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 some 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.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self – we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit https://www.microsourcing.com/

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