Travel manager (Visa support)

Advise employees on visa requirements, application procedures, processing timelines, and associated costs across multiple countries.

Audit, review, and assemble all required documents and forms for visa applications, ensuring all documentation meets consular requirements.

Complete visa application forms and prepare standard supporting documentation in English and other required languages.

Manage the full visa application lifecycle by booking appointments, coordinating biometric submissions, communicating with embassies, consulates, and visa centers, and resolving additional requests or complex application cases.

Submit and collect visa applications on behalf of employees when a personal appearance is not required, ensuring the secure return of passports and supporting documents to employees.

Coordinate travel arrangements required for visa applications, including flights, accommodation, travel medical insurance, etc.

Process visa, consular, and related service payments while coordinating payment requests with the Finance team.

Maintain accurate records of visa validity, application history, and rejection statistics to support reporting.

Own the annual visa support budget, including planning, quarterly forecasting, cost control, and payment tracking.

Monitor changes in international visa, and border-crossing regulations, ensuring internal guidelines and knowledge bases remain up to date.

Coordinate with visa experts to handle applications in challenging locations.

Collaborate closely with HR, Finance, Legal, and business stakeholders to ensure efficient document collection and seamless visa support.

3+ years of experience managing visa processes.

Solid knowledge of international visa legislation and application procedures.

Proven experience reviewing and preparing complex visa application packages.

Experience navigating visa application with key international visa processing portals (VFS Global, TLScontact and e-visa portals).

Practical experience coordinating travel arrangements, including flights, accommodation, and travel medical insurance.

Experience communicating directly with embassies, consulates, visa centers, and external visa services providers.

Experience managing multiple visa cases simultaneously while meeting strict deadlines.

Strong analytical skills with experience maintaining accurate documentation, reporting, and proficiency in Microsoft Excel and Google Workspace (Docs, Sheets).

Excellent attention to detail and a highly organized approach to work.

Strong stakeholder management and communication skills.

English proficiency at B2 level or higher, fluent level of Ukrainian