1 Visa Specialist - Travel Administrator - Remote | WFH Job in New York, NY
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Visa Specialist - Travel Administrator - Remote | WFH
$81k-109k (estimate)
Full Time
3 Weeks Ago
Get It Recruit - Hospitality is Hiring a Remote Visa Specialist - Travel Administrator - Remote | WFH
Job SummaryWe are seeking a dynamic and experienced Lead Travel Administrator to provide comprehensive travel support for our organization. This role involves coordinating business travel for employees and supported travelers, ensuring compliance with organizational policies, funder requirements, and cost guidelines. You will be responsible for managing passport and visa processes, troubleshooting travel systems, and providing exceptional service to our travelers.
This position is remote-based but requires candidates to be located in the Washington, D.C. area and be able to travel to D.C. embassies, consulates, or the D.C. office upon request to address complex issues and requests.
Responsibilities**Passport/Visa Specialist:**
Base salary is only one component of our offer. We contribute 12% of monthly base pay to a money purchase pension plan account. Additionally, all US-based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Equal Opportunity EmployerWe are an equal opportunity and affirmative action employer. We do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
SafeguardingWe are committed to preventing any type of abuse, exploitation, and harassment in our work environments and programs, including sexual abuse, exploitation, and harassment. We take steps to safeguard the welfare of everyone who engages with our organization and programs and require that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks.
Application ProcessPlease apply through our career portal. We will never ask you for your career site username or password, and we will never request money, goods, or services during the application, recruitment, or employment process. If you have questions or concerns about correspondence from us, please contact our career support team.
Join our global workforce to make a positive difference for others - and yourself.
Employment Type: Full-Time
This position is remote-based but requires candidates to be located in the Washington, D.C. area and be able to travel to D.C. embassies, consulates, or the D.C. office upon request to address complex issues and requests.
Responsibilities**Passport/Visa Specialist:**
- Oversee all aspects of passport and visa processing, enforcing company policies and procedures.
- Proactively communicate required documentation needs and respond to staff and supported travelers based on destinations, submission requirements, and deadlines.
- Lead visa and passport processing by facilitating traveler document and application submissions with required vendors to ensure documents are received in time for travel.
- Track practices related to passport and visa processes to forecast possible issuance delays and communicate developments regarding process changes.
- Maintain visa tracking reporting, guidelines, and requirements, as well as prepare periodic reports on submission and success rates.
- Work closely with supervisors to ensure files are processed according to departmental, project, and funder requirements.
- Resolve Travel & Expense (T&E) passport and visa issues, discrepancies, and respond to questions from employees, clients, and company partners.
- Support the implementation of travel passport and visa programs, projects, and departmental policies and procedures.
- Provide new employee and team member orientation and training on travel procedures, policies, and related T&E systems.
- Manage departmental workflow assignments in coordination with team members.
- Act on behalf of the Manager when delegated.
- Perform other related duties as assigned.
- Proficiency in travel systems and related job requirements.
- Proficiency in SharePoint, Power BI, and other power automation applications.
- Proficiency in Microsoft programs and applications.
- Fluent in English; fluency in the host country language is a plus.
- Articulate, professional, and able to communicate in a clear, positive manner.
- Excellent oral, written, and interpersonal skills.
- Excellent organizational skills.
- Ability to work in a fast-paced, customer-driven environment.
- Experience providing high-level customer service and strong decision-making, problem-solving, and project management skills.
- Ability to work independently, multi-task, prioritize, and manage time effectively in a high-stress, detail, and deadline-driven team environment.
- Works on diverse problems requiring judgment in resolving or making recommendations.
- Strong decision-making, problem-solving, and project management skills.
- Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
- Decisions made generally affect own job or specific functional area.
- No supervisory responsibility.
- Receives instructions on new assignments.
- Typically reports to a manager or Director.
- Associate's degree or its International Equivalent in a Related Field.
- Typically requires 10 years of travel coordination/reimbursement and administrative support experience.
- Prior experience with visa submissions, processing, and navigating complex visa requirements.
- Problem-solving and resolution decision-making along with other departmental responsibilities as required.
- Domestic and International Corporate travel planning experience required.
- Prior experience with USG regulations required.
- Prior experience in a non-governmental organization (NGO) required.
- Prior experience with implementation, support, maintenance, and administration of travel-related programs required.
- Prior experience troubleshooting travel systems and their related customer service issues required.
- Prior experience in training and supporting travel system users required.
- Typical office environment.
- Ability to sit and stand for extended periods of time.
- Ability to lift 5 - 25 lbs.
- Personal Computer, Microsoft Office 365 (i.e., Word, Excel, PowerPoint, email, SharePoint, etc.), Concur, Deltek/Costpoint (TESS), office telephone, cell phone, and printer/copier.
- Less than 10%
Base salary is only one component of our offer. We contribute 12% of monthly base pay to a money purchase pension plan account. Additionally, all US-based staff working full-time, which is calculated at 40 hours/week, receive 18 days of paid vacation per year, 12 sick days per year, and 11 holidays per year. Paid time off is reduced pro rata for employees working less than a full-time schedule.
Equal Opportunity EmployerWe are an equal opportunity and affirmative action employer. We do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
SafeguardingWe are committed to preventing any type of abuse, exploitation, and harassment in our work environments and programs, including sexual abuse, exploitation, and harassment. We take steps to safeguard the welfare of everyone who engages with our organization and programs and require that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record, and terrorism finance checks.
Application ProcessPlease apply through our career portal. We will never ask you for your career site username or password, and we will never request money, goods, or services during the application, recruitment, or employment process. If you have questions or concerns about correspondence from us, please contact our career support team.
Join our global workforce to make a positive difference for others - and yourself.
Employment Type: Full-Time
Job Summary
JOB TYPE
Full Time
SALARY
$81k-109k (estimate)
POST DATE
08/22/2024
EXPIRATION DATE
09/18/2024
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