Immigration Associate (China Services)

We are looking for a meticulous Immigration Associate to provide critical administrative and operational support to the Immigration Consultant in preparing, filing, and tracking immigration and licensing applications with relevant government ministries and agencies. This role ensures all documentation is accurate, complete, and submitted on time while maintaining compliance with legal requirements.

To ensure success as an Immigration Associate, you should exhibit diligence, particularly when completing and submitting requisite paperwork. An outstanding Immigration Associate will alert any foreseeable delays and/or issues that cannot be avoided.

Furthermore, you should have a keen eye for detail and the ability to conduct in-depth research. You should be able to coordinate with different governing bodies on behalf of the client.

Responsibilities:

• Assist in gathering, organizing, and reviewing client documents (e.g., passports, employment contracts, educational certificates) for visa, work permit, and licensing applications.
• Draft and proofread standard application forms, cover letters, and checklists under the supervision of the Immigration Consultant.
• Submit applications to relevant ministries (e.g., Immigration Department, Ministry of Human Resources) via online portals or manually.
• Maintain an organized digital and physical filing system for all client cases.
• Track application statuses, deadlines, and follow-ups with government agencies.
• Update internal databases (e.g., CRM) with case progress and client communications.
• Serve as a liaison between clients, government offices, and the Immigration Consultant.
• Schedule client meetings, biometric appointments, and document submissions.
• Respond to basic client inquiries via email or phone regarding application requirements and timelines.
• Ensure all applications adhere to current immigration laws and ministry guidelines.
• Flag discrepancies or missing documents to the Immigration Consultant.
• Assist in auditing completed cases for accuracy and compliance.
• Prepare invoices, payment receipts, and billing records for clients.
• Manage office supplies and logistics for document processing (e.g., courier services, notarizations).
• Support the team with ad hoc tasks (e.g., translation, research on policy updates).

Requirements:

• A minimum Diploma or degree in Business Administration, Human Resource, Legal Studies, or related fields.
• Compulsory to have 1–2 years in immigration and/or licensing roles.
• Compulsory to have experience and proficiency in M365 i.e. Microsoft Word, Excel, TEAMS, Sharepoint and document management systems.
• Familiarity with government e-portals (e.g., MYXpats, eXpats, ePPAx, MyFutureJobs, etc.).
• Strong attention to detail and organizational skills.
• Ability to multitask and meet tight deadlines.
• Professional communication (written and verbal in English/Bahasa Malaysia).
• Proficient in research, fact-checking, and writing abilities.