International Travel & Visa Office Administrator

Pivotal Systems; Fremont (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

Pivotal Systems in Fremont, CA is seeking an Office Administrator to handle visa and travel coordination, office operations, and HR support. The role requires 3–5 years of relevant experience and strong organizational skills.

Proficiency with Microsoft Office and the ability to manage confidential information are essential. You will liaise with embassies and travel agencies, coordinate domestic and international travel, and ensure timely visa processing in a fast-paced environment.

Qualifications

• Bachelor's degree or diploma in Business Administration or related field.
• 3–5 years of experience in office administration, travel coordination, or visa processing.
• Strong knowledge of visa application procedures and international travel requirements.
• Excellent organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information professionally.

Responsibilities

• Manage day-to-day office administration and ensure efficient office operations.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Process business visas, work permits, and other immigration-related documentation for employees and visitors.
• Liaise with embassies, consulates, immigration consultants, and travel agencies to ensure timely visa processing.
• Monitor passport and visa validity and coordinate renewals before expiration.
• Maintain accurate records of employee travel, visa status, and immigration documents.
• Prepare travel authorization requests, expense reports, and travel budgets.
• Coordinate meeting room bookings, office events, and visitor management.
• Manage office supplies, vendor relationships, and facility maintenance.
• Support HR with employee onboarding, documentation, and administrative tasks.
• Ensure compliance with company travel policies and immigration regulations.

Skills

Office administration

Travel coordination

Visa processing

Communication

Microsoft Office

Data confidentiality

Education

Bachelor's degree in Business Administration

Job description

Pivotal Systems in Fremont, CA is seeking an Office Administrator to handle visa and travel coordination, office operations, and HR support. The role requires 3–5 years of relevant experience and strong organizational skills.

Proficiency with Microsoft Office and the ability to manage confidential information are essential. You will liaise with embassies and travel agencies, coordinate domestic and international travel, and ensure timely visa processing in a fast-paced environment.