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Office Administrator

Full-time

Pivotal Systems

Office Administrator

Job Summary
The Office Administrator – Visa and Travel Coordination is responsible for ensuring the smooth operation of the office while managing employee travel and visa-related processes. This role supports business operations by coordinating domestic and international travel, handling immigration documentation, maintaining administrative records, and providing general office support.

Key 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.

Qualifications


  • Bachelor's degree or diploma in Business Administration, Office Management, or a 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 with professionalism.

Preferred Skills


  • Experience coordinating corporate travel for international employees.

  • Familiarity with immigration regulations and visa documentation.

  • Strong attention to detail and problem-solving abilities.

  • Ability to work independently and manage multiple priorities in a fast-paced environment.

 

Vacancy posted 23 hours ago
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