Operations Executive – Application Coordinator
Company: Mentoria Overseas Education
Location: Nashik, Maharashtra
Job Type: Full-time, Permanent
Work Mode: On-site
Department: Operations
Experience: 1–3 years
Education: Bachelor’s degree
Probation: 3 Month
About Gradlia
Gradlia is a global education decision platform helping Indian students make informed decisions about studying abroad and execute their university applications successfully.
We work across the UK, Ireland, Germany, Italy, and USA.
About the Role
We are looking for an Operations Executive – Application Coordinator to manage the execution of university applications for our students.
You will be responsible for preparing, verifying, submitting, and tracking applications from handover through offer, deposit, CAS/COE/I-20 and visa-documentation readiness.
This is a non-sales, non-commission role. The role is focused on accuracy, documentation, deadlines, and process execution.
You will manage multiple student applications simultaneously and ensure that no student loses an intake because of an internal error or missed deadline.
Key Responsibilities
- Prepare and submit university applications across the UK, Ireland, Germany, Italy and USA.
- Collect and verify academic, identity, financial and language documents.
- Check documents against the specific requirements of each university and course.
- Ensure accuracy of names, dates, academic history and other application information.
- Coordinate SOP and LOR requirements and ensure correct documents are submitted.
- Track applications, university decisions, conditions and requests for additional information.
- Process offers, conditions and deposit requirements.
- Coordinate with Finance for university deposits and payments.
- Track and secure CAS / COE / I-20 where applicable.
- Prepare and maintain visa documentation files.
- Maintain accurate, same-day updates in Zoho CRM.
- Maintain student documents in Google Shared Drives using defined naming conventions.
- Communicate professionally with universities and partner organisations.
- Identify and escalate deadline risks, document discrepancies and application issues early.
- Coordinate with Business Development, Student Experience, Finance and Operations teams.
What We Are Looking For
- Bachelor’s degree in any discipline.
- 1–3 years of experience in documentation, admissions, back-office operations, compliance, case management or a similar role.
- Freshers with strong attention to detail and excellent process discipline may also be considered.
- Strong written and spoken English.
- Hindi is required; Marathi is an advantage.
- Good working knowledge of MS Excel/Google Sheets and CRM systems.
- Strong organisational and documentation skills.
- Ability to manage multiple cases and deadlines simultaneously.
- Ability to work comfortably with checklists, processes and structured systems.
- Prior experience in study abroad, university admissions or visa documentation is an advantage.
The Ideal Candidate
You should be someone who:
- Pays exceptional attention to detail.
- Verifies information instead of assuming.
- Takes deadlines seriously.
- Can manage multiple applications without losing track of details.
- Is comfortable identifying and reporting errors.
- Can professionally push back when a file is incomplete or unverified.
- Remains calm during high-volume intake periods.
- Takes ownership of assigned cases.
- Maintains accurate records and follows processes consistently.
Key Performance Areas
Your performance will be measured on:
- Zero intakes lost due to internal error or omission
- 100% internal deadline compliance
- Zero avoidable application errors
- Application turnaround time
- 100% same-day CRM updates
- Document verification accuracy
- Visa-file readiness
- Data protection and document integrity
What We Offer
- Fixed salary with annual performance review.
- Discretionary quality bonus based on error-free delivery.
- Structured training across five country portfolios.
- Exposure to international university applications and visa documentation.
- Clear career progression:
Operations Executive → Senior Operations Executive → Operations Manager
Specialisation opportunities may also be available in Visa & Compliance, University Partnerships, and Quality & Process.
Important
This is not a sales or counselling role.
There is no sales target and no commission structure. The role is evaluated on accuracy, deadlines, documentation quality and operational execution.
At Gradlia, we believe:
We do not submit anything we have not verified.
If you are highly organised, detail-oriented and enjoy structured operational work, we would like to hear from you.
Pay: ₹20,000.00 - ₹25,000.00 per month
Benefits:
- Cell phone reimbursement
- Paid sick time
Work Location: In person
