Immigration Coordinator

Fragomen

. Provide administrative and logistical support to Consultants, Senior Consultants, and Managers preparing and submitting immigration applications .

Posted 9/30/2026full-timeWarsaw • PolandMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong administrative and data entry skills, with a focus on attention to detail and effective time management. Proficient in managing documentation and supporting immigration processes while maintaining a client-friendly demeanor.

Highest-signal resume keywords

Administrative SupportData Entry SkillsMicrosoft Office ProficiencyPolish Language ProficiencyProcess Improvement

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document ManagementApplication PreparationRecord KeepingImmigration Forms PreparationClient Documentation Coordination

Soft Skills

Attention to DetailTime ManagementStrong CommunicationProactive AttitudeMultitasking

Tools & Technologies

Case Management SystemOnline BankingEmail SystemsInternet

Industry Keywords

Immigration ApplicationsOperational ProcessesClient InteractionGovernment InstitutionsLegal Certifications

About the role

Key responsibilities & impact

Provide administrative and logistical support to Consultants, Senior Consultants, and Managers preparing and submitting immigration applications
Accept, scan, upload, organize, and maintain accurate records of hard-copy documentation
Prepare application binders and initiate case files
Assist foreign nationals during in-person office appointments
Submit applications and supporting documentation to immigration offices and upload submission confirmations
Collaborate with Case Workers and wider team members on operational processes
Contribute to process improvements, operational documentation, and knowledge sharing
Participate in special projects and additional operational and administrative tasks
Collect client documentation and coordinate legal certifications with internal legal advisors or attorneys
Order and track couriers for document dispatch
Prepare draft letters and immigration forms
Support simple immigration matters, including civil registry document procurement and EU registrations
Book appointments at immigration offices and relevant government institutions
Manage postage, outgoing mail, and document delivery deadlines
Arrange government fee payments through online banking and maintain records
Keep the internal case management system updated
Manage dropboxes and answer queries from clients, assignees, and case workers
Train new employees once experienced, including producing or delivering training packages
Support ad hoc administrative functions and smooth office operations

Requirements

What you’ll need

Strong administrative and data entry skills, from previous work experience or educational background
Attention to detail
Time management skills
Strong communication skills
Good command of Polish
Ability to work flexibly and accurately in a fast-paced environment
Professional, client-friendly demeanour
Planning, prioritization, and multitasking skills
Proactive attitude and willingness to take on new responsibilities
Ability to work under instruction with limited supervision
Ability to meet deadlines and agreed timeframes
Ability to follow standard layouts and quality requirements
Ability to complete daily, weekly, and monthly targets
Ability to implement effective workflow processes
Proficiency in Microsoft Office, internet, and email systems
Successful completion of pre-employment screening, including identity, work authorization, and potentially a background check

Benefits

Comp & perks

Competitive salary reflecting skills and experience
Private Medical Insurance
Pension scheme
Access to Fragomen's e-learning platform
Equal opportunities and inclusive workplace
Reasonable interview accommodations and support where required