Visa and Client Coordinator

The Visa and Client Coordinator is responsible for managing interactions and supporting the preparation, coordination, and processing of outbound visa and immigration applications, as well as passport applications, vital records processing, business registrations, and related small business support services.
The is a client-facing role focused on onboarding, document collection, and application preparation, to ensure all requirements are met prior to submission. The role ensures efficient, accurate and compliant service delivery in accordance with company SOPs and quality standards.
The Visa and Client Coordinator operate within the Outbound and Business Services Division.

Responsible For

Client onboarding and document collection across outbound and business service lines

Document collection, application preparation and registrations across service lines

Supporting accurate and timely service delivery

Roles and Responsibilities

Serve as the primary point of contact for clients seeking outbound visa, passport, business registration, and related services

Guide clients on requirements, processes, timelines, and documentation for:

Outbound visa and immigration applications

Passport applications and renewals

Vital records (e.g., birth, marriage, death certificates)

Business registration, TIN, NIS, VAT, and licensing

Collect, review, and organize client documents to ensure completeness and accuracy

Assist clients in completing application forms and required documentation

Ensure all required supporting documents are obtained and properly prepared prior to submission

Coordinate with clients to resolve missing, incomplete, or incorrect information

Maintain accurate client records and update internal databases and tracking systems

Track application and registration status and provide timely updates to clients

Liaise with relevant authorities and internal teams, as directed

Support small business clients with basic administrative and compliance guidance

Ensure all activities comply with company SOPs, regulatory requirements, and quality standards

Escalate complex cases, discrepancies, or risks to the appropriate supervisor in a timely manner

Maintain a high level of professionalism, confidentiality, and customer service

Minimum Qualification Requirements

Associate degree or post-secondary qualification in Business Administration, Office Administration, or a related field (or equivalent experience)

Minimum 1–2 years of experience in customer service, administrative support, visa processing, or business services

Basic understanding of documentation and compliance processes related to visas, passports, or business registration (preferred)

Skills and Competencies

Strong customer service and interpersonal skills

Excellent written and verbal communication skills

Strong attention to detail and high level of accuracy

Good organizational and time-management skills

Ability to manage multiple clients, applications, and service lines simultaneously

Problem-solving and coordination ability

Proficiency in Microsoft Office (Word, Excel, Outlook)

Ability to handle sensitive information with confidentiality and professionalism

Preferred (Not Required)

Experience with visa application portals or immigration systems

Familiarity with government processes in Guyana (e.g., passport office, GRA, NIS, Deeds Registry)

Experience supporting small business or administrative compliance services

Previous experience in a client-facing or service-oriented role