Onsite Coordinator

Onsite Coordinator

This role requires a self-motivated and disciplined individual who can work independently with indirect supervision. The ideal candidate is highly skilled in customer service, with a flexible and adaptable approach, and able to resolve issues in a professional and timely manner while balancing both client and CIBT interests.

The role involves maintaining full alignment with CIBT policies and procedures while adhering to the culture of the on-site client. It is responsible for providing accurate information on visa and passport requirements to all employees of the on-site client.

This position also manages the end-to-end visa and passport application process, from identifying visa needs through to completion. This includes collecting required documentation from travelers and submitting applications to the relevant Consulates, ensuring all client deadlines are met.

In addition, the role supports clients in resolving visa processing challenges by developing and implementing effective solutions and may take on other ad hoc tasks related to CIBT's visa processing operations as assigned by the manager.

Specific job tasks include representing CIBT in a professional manner, obtaining visas and passports for employees within the On-Site company, notifying staff of any learned changes in Consulate Closings and relevant requirements, putting together all documents required for obtaining necessary visas, advising the traveler in a timely manner if there are any problems with their documentation, reviewing the Agent Action List and the Critical File List daily to ensure all itineraries are kept current and all necessary actions are completed, ensuring that all required travel documents are returned to the traveler in accordance with their need date, ensuring all itineraries are billed correctly, invoicing itineraries, updating Traveler profiles, providing accurate information for all visa and passport information requests, taking passport photos as required by the On-Site company, answering incoming calls in a timely and courteous manner, returning phone calls in a timely manner, replying to emails in a timely manner, maintaining communication with the Operations Office to which they report, inclusive of the Operations Manager, Backup Agents and Liaisons, training and keeping up to date the CIBT Operations Backup employee for the On-Site, communicating with the Operations Office, any visa and passport needs of the On-Site, adhering to the Standards of Work policies and procedures, ensuring compliance to CIBT policy and ethics, maintaining a professional and mutually beneficial relationship with Operations staff, and other job duties as assigned by management.

Key role competencies include attendance, productivity, quality, customer interaction, Spanish language proficiency, clear and grammatically correct communication, organizational skills, time management skills and ability to meet deadlines, attention to detail and proactive solutions to problems, ability to accept supervision and follow directions, ability to work well as a member of the team, ability to work independently, ability to multi-task, ability to remain cool under pressure and adapt to situations, compliance to Standards of Work, and overall can do attitude.

Position in the organization is directly accountable to Operations' Team Leaders, Managers, and/or Directors and works collaboratively with QC, Support and Liaison teams.

Compensation and benefits include an hourly rate of $23 - $25 (depending on geographic region, internal equity, job-related knowledge, skills, and experience, among other factors), medical, dental, and vision insurance, 401(k) retirement plan with company match, flexible spending accounts and health savings account, life insurance, short-term disability, and long-term disability coverage, company paid holidays and paid time off, paid parental leave, pet insurance, travel assistance services, legal and identity theft protection plans, commuter benefit subsidy, employee recognition programs, and referral bonus opportunities.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

CIBT is the leading global provider of immigration and visa services for corporations and individuals with over 1,400 expert immigration and visa professionals, attorneys and qualified migration consultants located in over 60 offices in 25 countries. With thirty years of experience, CIBT is the primary service provider to 75% of Fortune 500 companies.

CIBT offers a comprehensive suite of services under two primary brands: Newland Chase, a wholly owned subsidiary focused on global immigration strategy and advisory services for corporations worldwide and CIBT-visas, the market leader for business and other travel visa services for corporate and individual clients. CIBT-visas is the leading global travel visa service with unrivaled capability to obtain business and other travel visas for corporations and individuals worldwide in a fast, convenient and secure manner.

As part of our dedication to the diversity of our workforce, CIBT is committed to Equal Employment Opportunity without regard for race, color, national origin, ethnicity, gender, protected veteran status, disability, sexual orientation, gender identity, or religion. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.