Documentation Executive (Admission / Visa)

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 crucial role in assisting students through the entire journey of securing admission to international universities and completing visa processes successfully. This role requires a combination of in-depth knowledge of global education systems, precision in documentation, and strong interpersonal skills to deliver a seamless and positive student experience.

Key Responsibilities

1. Admission Documentation

• Assist students with preparing and submitting university applications for multiple countries.
• Guide in compiling required documents such as transcripts, Statement of Purpose (SOPs), Letters of Recommendation (LORs), CVs, and other academic/professional records.
• Communicate with students to ensure timely submission of documents and address queries.
• Coordinate with international universities and colleges to track application statuses and follow up on offers.
• Maintain awareness of admission timelines, program eligibility criteria, and course offerings for destinations such as the USA, UK, Canada, Australia, and Europe.

2. Documentation & Compliance

• Maintain detailed records of student applications, communications, and related visa documentation.
• Ensure confidentiality, accuracy, and compliance with institutional policies and data protection laws.
• Submit periodic reports on student applications, visa success rates, and overall progress.

3. Visa Processing

• Guide students step-by-step through the student visa application process, including gathering documents, financial proofs, and interview preparation.
• Review, verify, and cross-check all visa-related documentation to meet immigration guidelines.
• Stay updated on the latest immigration policies and visa regulations for all study-abroad destinations.

4. Customer Service & Relationship Management

• Provide accurate, timely, and supportive counseling to students and their families.
• Build strong relationships to ensure a positive student experience.
• Conduct counseling sessions, webinars, workshops, and information seminars on admissions and visa processes.
• Collaborate with internal teams, university partners, and external service providers (translation agencies, financial consultants, etc.).

5. Targets & Performance

• Achieve or exceed daily, weekly, monthly, and yearly visa/admission targets.
• Ensure no delays in application processing by using effective strategies and best practices.
• Apply updated knowledge of courses, countries, and eligibility requirements to achieve results efficiently.

6. Calls & Follow-ups

• Conduct regular follow-ups with students regarding their application and visa progress.
• Strengthen client relationships through timely communication and updates.

7. Record Keeping & Reporting

• Prepare and update daily, weekly, and monthly reports on admissions and visa processes.
• Maintain an organized record of student information, course details, fee structures, and university data for easy reference.
• Keep updated digital and physical files for smooth operations.

8. Research & Knowledge Building

• Stay informed about global education trends, competitive offerings, and immigration challenges.
• Research new intakes, program updates, scholarships, and country-specific opportunities.
• Continuously upgrade knowledge about the study abroad industry, competitors, and business strategies.

9. Participation & Support

• Actively participate in webinars, expos, seminars, delegate meetings, training sessions, and in-house events hosted by the organization.
• Support marketing and outreach initiatives by sharing admission and visa expertise.

10. Team Collaboration

• Attend daily, weekly, and monthly team meetings to discuss work updates, plans, and strategies.
• Coordinate with team members to resolve student queries efficiently.
• Share best practices and contribute to team goals.

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 documentation?

Experience:

• Documentation Admission / visa: 2 years (Preferred)

Location:

• Kochi, Kerala (Preferred)

Work Location: In person