Job Description
The Offshore Admin Coordinator is the operational engine of Consult Migration. This role keeps cases moving by managing documents, maintaining systems, tracking outstanding items, preparing fee estimates and contracts, and supporting the Client Services & Sales Specialist and Principal RMA. This is a back-end role — all client-facing communication is handled by the Client Services & Sales Specialist.
Job Title
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Offshore Admin Coordinator
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Systems: Experience with Migration Manager (or similar immigration CRM), Monday.com, Microsoft 365 (Teams/OneDrive), PandaDoc, and Stripe.
- Admin Tasks: Background in digital document management, invoicing, and weekly financial reconciliation.
- Process-Driven: Strict adherence to workflows, file-naming rules, and data privacy.
- Detail-Oriented: Ability to spot missing documents and catch errors instantly.
- Strong Communicator: Excellent written and spoken English for internal team collaboration.
- Efficiency: Able to meet fast turnaround times (updating systems and flagging issues within 24 hours).
Job Responsibilities
- Case Administration — Migration Manager:
• Maintain accurate and up-to-date case records in Migration Manager (primary source of truth).
• Prepare and send appropriate questionnaires to clients via Migration Manager or Jotform.
• Review completed questionnaires for completeness before importing information into Migration Manager.
• Prepare required documents based on document checklists for each visa subclass.
• Track outstanding documents — flag to the Client Services & Sales Specialist via Microsoft Teams for client follow-up.
• Conduct VEVO checks as required. - Estimate of Fees & Contracts:
• Prepare Estimates of Fees and Services using PandaDoc templates, for the Responsible RMA’s review and approval.
• Prepare client contracts using PandaDoc templates, for the Responsible RMA’s review and approval.
• Send approved estimates and contracts to the Client Services & Sales Specialist for client delivery.
• Track contract status and flag unsigned contracts to the Client Services & Sales Specialist. - Document Management:
• Receive, organise, and file all client documents in the correct folder within Microsoft 365 (OneDrive).
• Prepare documents for lodgement — correct order, unlocked, irrelevant pages removed.
• Ensure all signed contracts are filed correctly upon receipt.
• Maintain consistent document naming conventions at all times.
⁃ Monday.com — Pipeline Management.
• Keep Monday.com updated to reflect current case status across all active matters.
• Update pipeline stages as cases progress.
• Flag overdue or stalled cases to the Client Services & Sales Specialist and the Responsible RMA via Microsoft Teams. - Billing & Accounts:
• Issue deposit requests at appropriate case milestones via Migration Manager.
• Issue invoices and receipts within Migration Manager when client funds have been received into the client account.
• Request payment evidence from the Responsible RMA — a screenshot will be provided via Microsoft Teams confirming receipt.
• Verify all payments using Stripe before issuing receipts.
• Complete end-of-week accounts reconciliation.
• Escalate any billing queries or disputes to the Responsible RMA immediately. - File Notes:
• Record a file note in Migration Manager for every significant case action, document event, or internal decision.
• File notes must be completed within the same business day.
• Notes must be clear, factual, and free of opinion. - Internal Communication:
• Communicate with the Client Services & Sales Specialist daily via Microsoft Teams.
• Flag all document gaps, case concerns, or system issues promptly.
• Routine template-based follow-ups may only be sent with approval from the Client Services & Sales Specialist.
Good luck and God Bless!