Job Title : Documentation Executive (Study Abroad Admissions / Visa )
Company : Medcity International Overseas Corporation
Industry : Study Abroad
Job Location : Kochi
Job Type : Full Time, On-site
The Study Abroad Admissions and Visa Documentation Executive plays a vital role in supporting students throughout their journey of securing admission to international universities and successfully completing visa procedures. This position requires strong attention to detail, a deep understanding of global education systems, and excellent communication skills to ensure a smooth and positive student experience. The role demands professionalism, organization, and the ability to manage multiple student applications simultaneously while maintaining accuracy, compliance, and service excellence.
Key Responsibilities
1. Admission Documentation
- Assist students in preparing and submitting applications to universities across various countries.
- Guide students in collecting and organizing essential documents such as academic transcripts, Statements of Purpose (SOPs), Letters of Recommendation (LORs), resumes, and other supporting materials.
- Communicate regularly with students to ensure timely submission of documents and address any queries promptly.
- Coordinate with universities and institutions abroad to track application progress, follow up on admission decisions, and maintain transparent communication.
- Stay updated on admission deadlines, eligibility criteria, and course details for major study destinations like the USA, UK, Canada, Australia, and Europe.
2. Documentation & Compliance
- Maintain detailed and well-organized records of student applications, communications, and visa-related files.
- Ensure all documentation meets institutional, legal, and data protection standards.
- Verify the accuracy and authenticity of submitted documents before forwarding them to universities or visa offices.
- Prepare periodic reports on student applications, offer letters, visa outcomes, and overall progress for management review.
3. Visa Processing
- Provide end-to-end guidance to students during the visa application process, including document preparation, financial verification, and interview readiness.
- Review and cross-check all visa documentation to ensure compliance with current immigration guidelines.
- Stay informed about changing visa regulations, embassy requirements, and international student policies for different countries.
- Support students with mock interviews and practical tips to improve visa success rates.
4. Customer Service & Relationship Management
- Deliver personalized and accurate counselling to students and parents at every stage of the admission and visa journey.
- Build strong relationships to foster trust, satisfaction, and long-term engagement.
- Conduct webinars, workshops, and orientation sessions to educate students on application procedures, university options, and visa requirements.
- Collaborate effectively with internal departments, university representatives, and external service providers such as translators and financial consultants.
5. Targets & Performance
- Meet or exceed assigned daily, weekly, and monthly targets related to admissions and visas.
- Ensure timely processing of all applications through effective time management and workflow organization.
- Apply updated knowledge of international programs, eligibility requirements, and documentation standards to maximize success rates.
6. Calls & Follow-ups
- Conduct regular follow-ups with students to update them on their admission and visa status.
- Maintain consistent communication to strengthen client relationships and build trust.
- Address queries and concerns with professionalism and empathy.
7. Record Keeping & Reporting
- Prepare accurate daily, weekly, and monthly reports on admissions, offers, and visa processes.
- Keep both digital and physical student files well-organized for quick reference and audits.
- Maintain an up-to-date internal database of universities, programs, tuition fees, and country-specific guidelines.
8. Research & Knowledge Development
- Continuously research and update information on global education trends, new programs, scholarships, and visa regulations.
- Stay informed about competitors and changing international education landscapes.
- Participate in ongoing training and professional development to enhance expertise.
9. Participation & Support
- Represent the organization in educational expos, student fairs, university delegate visits, and webinars.
- Support marketing and promotional campaigns by sharing accurate admission and visa-related insights.
- Assist in organizing in-house events, counselling sessions, and public seminars.
10. Team Collaboration
- Participate actively in team meetings to share updates, progress, and strategic inputs.
- Work collaboratively with team members to resolve student concerns efficiently.
- Contribute to team goals by sharing best practices and innovative ideas for process improvement.
Qualifications & Skills Required
- Educational Background: Bachelor’s degree (preferably in Education, International Relations, Business Administration, or related field).
- Experience: 2–5 years of proven experience in study abroad admissions and visa documentation processing.
- Technical Skills:
- Proficiency in MS Office (Word, Excel, PowerPoint).
- Knowledge of CRM software for record-keeping and client management.
- Core Competencies:
- Strong verbal and written communication skills.
- High attention to detail and organizational ability.
- Ability to manage multiple tasks under tight deadlines, especially during peak seasons.
- Strong problem-solving skills and proactive approach.
- Team player with customer-first mindset.
Job Type: Full-time
Ability to commute/relocate:
- Kochi, Kerala: Reliably commute or planning to relocate before starting work (Preferred)
Application Question(s):
- Do you have experience in study abroad Admission / visa Documentation ?
Experience:
- Documentation Admission / visa: 2 years (Preferred)
Location:
- Kochi, Kerala (Preferred)
Work Location: In person
