Visa Application Coordinator & Administrative Assistant London, England
Job description
Position: Visa Application Coordinator & Administrative Assistant
Company: OH-Visas (A subsidiary of Only Helix)
Location: London Office (Hoxton)
Reports to: OH-Visas Operations Manager
Contract Type: Part-time
Hours of Business: 9am - 6pm (will need some flexibility to start early or work late occasionally)
Hours: Up to 40 hours per week
Pay: Day Rate
Company Links: Only Helix / OHVisas
About Us: Only Helix, co-founded by Steve Down and Tom Nicol in 2017, is a multifaceted organisation with a rich history in touring production management.
Since then the business has grown to include Visas, Artist Management, Creative’s
Agency, and a Record Label.
OH-Visas, a significant subsidiary of Only Helix, offers specialised visa and passport services to the music industry and is set to expand its services to the sports world.
A combination of knowledge, network, and inclusion have created a thoughtful and collaborative work environment and we are now looking to hire individuals with a similar mind-set with the hunger to learn, grow, and be part of a team.
Job Purpose:
To assist with the operation of OH-Visas' systems, ensuring the efficient delivery of visa and passport services, while also providing administrative support to the team.
This includes working with our proprietary tracking systems to ensure accurate and timely processing, entry of application details, and physical tracking and delivery of passports and attendance at visa appointments at various international embassies.
Key Responsibilities:
1. Visa & Passport Management:
- Deliver and collect client’s visa and passport documentation in a cost-effective manner
- Manage and complete visa application jobs as assigned
- Report on the status of client’s visas and passport applications
- Ensure all operations related to visa and passport services are carried out appropriately
2. Client Communication:
- Liaise with clients via email, telephone, and in person regarding OH-Visas services and the wider Only Helix company
- Onboard clients and provide updates on the status of their applications
3. System & Process Enhancement:
- Assist in the development and streamlining of OH-Visas backend system to increase capacity
- Ensure the organisation’s processes remain compliant with legal standards, including GDPR and privacy
- Monitor KPIs and perform quality controls to maintain service excellence
4. Business Development & CRM Management:
- Research upcoming tours and cross-reference client contacts with the existing network
- Manage OH-Visas CRM system to optimise client relations and business opportunities
5. Training & Onboarding:
- Assist with the onboarding and training of new staff, ensuring they understand
OH-Visas operations
6. Customer Service Enhancement:
- Identify and implement strategies to enhance the quality of customer service
7. General Administrative Duties:
- Assist the team with day-to-day administrative tasks
- Schedule and coordinate appointments and meetings
- Respond to queries from clients and stakeholders in a timely manner
Qualifications & Experience:
● High school diploma or equivalent. A degree in administration or a related field is a plus
● Previous experience in an administrative role, preferably in the visa/passport service industry
● Familiarity with visa and passport application processes is advantageous
Skills & Competencies:
● Strong attention to detail and accuracy
● Excellent organisational and multitasking skills
● Proficient in Dropbox, Google Workspace Suite (Gmail, Sheets, Docs, Meets,
Google Drive)
● Strong verbal and written communication skills
● Ability to handle sensitive information with discretion
● Proactive and able to work independently with minimal supervision
Application Process:
Interested candidates are invited to send their CV and a cover letter detailing their relevant experience to [email protected]. The deadline for applications is 18 September 2023.
Only Helix is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
For any further queries regarding the position, please contact Natalie at [email protected].
Thank you for your interest in joining the OH-Visas team.
Job Type: Part-time
Part-time hours: 20-40 per week
Salary: £100.00 per day
Benefits:
- Flexitime
Schedule:
- 8 hour shift
- Day shift
- Flexitime
- Monday to Friday
- Overtime
Education:
- A-Level or equivalent (preferred)
Experience:
- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Language:
- English (preferred)
Ability to Commute:
- London (preferred)
Work Location: In person
Application deadline: 21/09/2023
Expected start date: 28/09/2023
