Immigration Coordinator

ImmigrationJobs; California; Hybrid; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a detail-oriented administrative support professional to join their Immigration and Global Mobility team. This role involves providing essential administrative support, ensuring compliance with immigration laws, and managing sensitive information. You will coordinate with various stakeholders, develop efficient filing systems, and assist with onboarding international employees. If you thrive in a dynamic environment and are passionate about supporting immigration processes, this is an exciting opportunity to contribute to a vital team while enhancing your skills in a hybrid work setting.

Qualifications

• 4+ years of experience in auditing invoices and resolving discrepancies.
• Proficient in document filing systems and maintaining confidentiality.

Responsibilities

• Provide administrative support to the Immigration and Global Mobility team.
• Ensure compliance with privacy and immigration laws and manage sensitive information.

Skills

Auditing invoices

Document filing methods

Handling sensitive information

Communication skills

Tools

Microsoft Office

Job description

Key Responsibilities:

• Administrative Support: Provide general administrative support to the Immigration and Global Mobility team, including auditing vendor invoices, resolving invoice discrepancies with vendors, monitoring Purchase Order (PO) balances, and alerting the Global Mobility manager when funds need to be added to ensure timely payments.
• Documentation: Develop and deploy a filing system for ease of use and document retrieval. Audit and purge files (Public Access and PERM) as needed. Incorporate files from acquired companies. Handle all federal and state agency correspondence maintaining accurate and up-to-date records and files.
• Coordination: Coordinate with employees, managers, and external stakeholders to gather details necessary for U.S. invitation letters. Draft U.S. invitation letters for review.
• Compliance: Ensure compliance with privacy and immigration laws and regulations by safeguarding employee sensitive information and confidential corporate intellectual property.
• Communication: Serve as a point of contact for employees regarding general immigration and relocation inquiries. Provide timely and accurate information and support and escalate to the Immigration and Global Mobility team, if needed.
• Data Management: Maintain and update databases related to immigration and global mobility. Generate reports as needed.
• Support Services: Post legal notices both electronically and physically as well as coordinate postings at other office locations. Notify the immigration law firm of employment relationship changes with immigration sponsored employees. Assist with the onboarding process for international employees, updating Workday once work permits/visas have been issued, sending welcome emails to new hires/transferring employees including relocation guides and FAQs.
• Project Assistance: Support special projects and initiatives within the Immigration and Global Mobility team as required.

Skill Matrix Question:

• Describe your experience with auditing invoices. Describe how you resolved discrepancies with vendors to ensure accurate billing.
• Describe your experience with document filing methods. Provide examples of approaches that were cumbersome and what you did to improve them.
• How do you handle sensitive information and confidentiality in your daily work?

Job Type: Contract

Pay: $25.00 - $27.00 per hour

Schedule:

• Monday to Friday

Experience:

• Microsoft Office: 4 years (Preferred)
• Auditing invoices: 4 years (Preferred)
• Familiarity with immigration laws and mobility: 3 years (Preferred)

Ability to Commute:

• Santa Clara, CA 95054 (Required)

Ability to Relocate:

• Santa Clara, CA 95054: Relocate before starting work (Required)

Work Location: Hybrid remote in Santa Clara, CA 95054