Job Description – Operations Executive (Visa)
Job Summary
The Operations Executive – Visa is responsible for managing the end-to-end visa application process for individual and corporate clients. The role requires ensuring accuracy in documentation, timely processing of visa applications, coordination with embassies, consulates, VFS/BLS centres, and clients, while maintaining the highest standards of customer service and compliance.
The ideal candidate should possess excellent organizational skills, attention to detail, and the ability to work efficiently in a fast-paced environment.
Key ResponsibilitiesVisa Processing
- Handle end-to-end processing of tourist, business, work, student, dependent, and other visa categories.
- Review visa applications and supporting documents for completeness and accuracy.
- Prepare and organize visa files in accordance with embassy and immigration requirements.
- Ensure applications are submitted within stipulated timelines.
- Monitor the progress of visa applications and provide regular status updates to clients.
Documentation & Compliance
- Verify passports, financial documents, invitation letters, employment documents, travel itineraries, insurance, and other supporting documents.
- Ensure compliance with embassy, consulate, VFS, BLS, and immigration regulations.
- Keep updated with changing visa rules, documentation requirements, and immigration policies of different countries.
- Maintain complete confidentiality of client information and documents.
Client Coordination
- Communicate with clients regarding document requirements, application status, interview schedules, and additional documentation.
- Respond to client queries promptly and professionally.
- Guide clients through the visa process and provide accurate information regarding procedures and timelines.
Embassy & Vendor Coordination
- Coordinate with Embassies, Consulates, VFS Global, BLS International, and other authorized visa application centres.
- Schedule biometric appointments, visa interviews, and document submissions.
- Follow up on pending applications and resolve operational issues efficiently.
Operations & Record Management
- Maintain accurate records of all applications in the company's CRM or operational system.
- Update trackers and MIS reports on a daily basis.
- Ensure all client files are properly documented and archived.
- Maintain operational documentation and process records.
Quality Assurance
- Minimize application errors and document discrepancies.
- Ensure timely submission and collection of passports and documents.
- Maintain high service quality and customer satisfaction.
- Escalate critical cases or operational issues to the reporting manager promptly.
Team Coordination
- Work closely with the Sales, Customer Service, Finance, and Documentation teams.
- Assist colleagues during peak operational periods.
- Participate in process improvement initiatives and operational training programs.
Key Performance Indicators (KPIs)
- Number of visa applications processed.
- Accuracy of documentation and submissions.
- Visa approval rate (where influenced by process quality).
- Turnaround time for application processing.
- Client satisfaction and response time.
- Compliance with embassy requirements.
- Error-free documentation.
- Timely updates in CRM/MIS.
- Adherence to internal processes and SOPs.
Required Qualifications
- Bachelor's Degree in any discipline.
- Diploma or certification in Travel & Tourism or Aviation is an added advantage.
Experience
- 1–3 years of experience in visa processing, travel operations, immigration services, or a similar operational role.
- Experience handling multiple country visas is preferred.
- Freshers with relevant internship experience and excellent communication skills may also be considered.
Technical Knowledge
Candidates should have knowledge of:
- Visa documentation requirements for multiple countries.
- Embassy and consulate procedures.
- VFS Global and BLS International processes.
- Passport regulations.
- Travel insurance requirements.
- Appointment scheduling systems.
- CRM software and operational tracking systems.
- Microsoft Office (Excel, Word, Outlook, PowerPoint).
Skills Required Operational Skills
- Visa Processing
- Documentation Verification
- Process Coordination
- Record Management
- Data Accuracy
- Time Management
Communication Skills
- Excellent verbal and written communication.
- Professional client interaction.
- Email etiquette.
- Coordination with embassies and external agencies.
Personal Attributes
- Strong attention to detail.
- High level of accuracy.
- Ability to work under pressure.
- Problem-solving ability.
- Customer-centric approach.
- Strong organizational skills.
- Accountability and ownership.
- Ability to manage multiple applications simultaneously.
- Team player with a positive attitude.
Working Conditions
- Office-based role.
- Regular travel to Embassies, Consulates, VFS/BLS centres, or other government offices may be required.
- Flexibility to work beyond standard office hours during peak application periods.
- Six-day working week as per company policy.
Success Profile
The ideal Operations Executive – Visa is someone who:
- Ensures accurate and timely visa processing with minimal errors.
- Maintains complete compliance with embassy and immigration requirements.
- Communicates professionally with clients and stakeholders.
- Works efficiently under deadlines while maintaining confidentiality.
- Demonstrates ownership, accountability, and a strong commitment to delivering exceptional customer service.
Pay: ₹30,000.00 - ₹40,000.00 per month
Work Location: In person
