Office Administrator

Pivotal Systems • Fremont, CA

2d

About The Position

The Office Administrator – Visa and Travel Coordination is responsible for ensuring the smooth operation of the office while managing employee travel and visa-related processes. This role supports business operations by coordinating domestic and international travel, handling immigration documentation, maintaining administrative records, and providing general office support.

Requirements

• Bachelor's degree or diploma in Business Administration, Office Management, or a related field.
• 3–5 years of experience in office administration, travel coordination, or visa processing.
• Strong knowledge of visa application procedures and international travel requirements.
• Excellent organizational, communication, and multitasking skills.
• Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Ability to handle confidential information with professionalism.

Nice To Haves

• Experience coordinating corporate travel for international employees.
• Familiarity with immigration regulations and visa documentation.
• Strong attention to detail and problem-solving abilities.
• Ability to work independently and manage multiple priorities in a fast-paced environment.

Responsibilities

• Manage day-to-day office administration and ensure efficient office operations.
• Coordinate domestic and international travel arrangements, including flights, hotels, transportation, and travel itineraries.
• Process business visas, work permits, and other immigration-related documentation for employees and visitors.
• Liaise with embassies, consulates, immigration consultants, and travel agencies to ensure timely visa processing.
• Monitor passport and visa validity and coordinate renewals before expiration.
• Maintain accurate records of employee travel, visa status, and immigration documents.
• Prepare travel authorization requests, expense reports, and travel budgets.
• Coordinate meeting room bookings, office events, and visitor management.
• Manage office supplies, vendor relationships, and facility maintenance.
• Support HR with employee onboarding, documentation, and administrative tasks.
• Ensure compliance with company travel policies and immigration regulations.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level