Office Administrator- Immigration Coordination

Towne Kids•Howell Township, NJ

8d•$20 - $25•Onsite

About The Position

Towne Kids is seeking an Office Administrator to ensure the smooth operation of the workplace, creating an organized, welcoming, and efficient environment. This role also involves supporting immigration-related processes by managing timelines, collecting documentation, and coordinating with partners. The ideal candidate is detail-oriented, dependable, and adaptable, comfortable with a blend of operational and specialized administrative tasks. Prior immigration experience is not necessary as full training will be provided. A strong background in office administration, general administration, or HR is essential.

Requirements

Associate’s or bachelor’s degree in a related field (Business Administration, Human Resources, International Studies, or similar); or equivalent combination of education and relevant work experience.
Experience in office administration, HR, healthcare operations, or a comparable coordination role.
Demonstrated ability to track complex, multi-step processes across many individuals simultaneously without errors or missed deadlines.
Strong written and verbal communication skills; ability to communicate clearly with international team members across cultural and linguistic differences.
Proficiency with Microsoft Office Suite (Word, Excel, Outlook); comfort with spreadsheet-based tracking.
Ability to handle confidential information with discretion and maintain strict data accuracy standards.

Nice To Haves

Some exposure to immigration processes, visa documentation, or HR compliance (any level welcome).
Familiarity with nursing licensure processes and state board requirements.
Experience working with or supporting Filipino or other internationally recruited healthcare professionals.
Experience with Quickbase or a similar workflow and database platform.
Comfort learning new systems and tools; Towne Kids uses Quickbase for tracking and will provide full training.

Responsibilities

Handle sensitive information with discretion, professionalism, and attention to detail.
Lead coordination of meetings, schedules, and in-office logistics, supporting leadership and team productivity.
Establish and maintain organized systems for documents, records, and administrative workflows.
Drive onboarding logistics for new hires, including workspace setup, materials, and coordination of internal processes.
Continuously identify and implement improvements to administrative processes, creating efficiencies and elevating the overall office experience.
Provide administrative coordination for employment-based immigration processes in partnership with external counsel.
Track visa timelines, documentation, and deadlines to ensure smooth and compliant processing.
Assist in gathering and preparing required materials for filings and renewals.
Maintain accurate and confidential immigration records.
Maintain a real-time licensure tracking system; monitor renewal dates and upcoming requirements.
Serve as a support point of contact for employees, directing questions and coordinating next steps as appropriate.
Maintain accurate records in Quickbase (tracking platform); identify opportunities to improve tracking and workflow efficiency.
Support process documentation and contribute to building out internal immigration and licensure workflows over time.
Contribute to cross-functional projects and company initiatives as needed in alignment with role responsibilities.