Onsite Coordinator

Position Overview

Detailed-oriented operational coordinator to support the Business Travel Immigration (BTI) program by managing corporate document collection, coordinating physical stamping processes across Asia-Pacific regions, and serving as a liaison between CIBT, internal client teams, and regional legal departments. This role will focus primarily on China operations whilst providing broader operational support to the BTI programme.

Duties and Responsibilities

Corporate Document Collection & Coordination (50% of role)

• Acquire corporate documents from various legal departments including registration certificates, tax documents, financial reports, and business licences
• Coordinate corporate document approvals with legal representatives and POCs across multiple countries
• Access GEMS system to retrieve corporate documents for visa applications
• Manage notarization processes for China with internal stakeholder
• Coordinate with finance teams for proforma financial data updates
• Track and maintain corporate document repository for quick retrieval

China Physical Stamping Operations (30% of role)

• Manage end-to-end company seal (chop) stamping processes for ~80 weekly business visa letter requests
• Coordinate with internal stakeholders for physical stamp affixing across multiple cities (Beijing, Shanghai, Shenzhen, etc.)
• Book appointments and coordinate logistics for physical document stamping at client offices (as applicable)
• Liaise with team for letter signatures and wet signature requirements
• Manage dispatch letter coordination and courier logistics
• Work with China Legal on corporate seal applications and compliance
• Distinguish between HR seal requirements (digital) and company seal requirements (physical) for various document types
• Coordinate proforma signatures for corner cases involving Chinese nationals

Escalation Management & Problem Resolution (20% of role)

• Triage and resolve low-level/non-severe escalations related to document collection and stamping
• Create and track cases
• Provide holding responses to customers within 5 hours
• Conduct root cause analysis for document-related service defects
• Log escalation resolutions in ticketing system
• Pull monthly escalation reports for vendor management framework

Key Deliverables

• 90% of corporate document requests fulfilled within agreed SLA
• Zero stamping delays for China business visa letters
• Documented processes for all country-specific stamping requirements
• Stakeholder satisfaction from CIBT, team, and internal customers

Required Skills & Experience

Essential

• Knowledge of Chinese business practices and company seal (chop) requirements
• Experience with visa/immigration documentation
• Familiarity with notarization and attestation processes
• Understanding of client's internal systems and processes
• Experience working with external vendors

About Us

CIBT is a leading global provider of immigration and visa services for corporations and individuals, operating in 25 countries worldwide. With more than 30 years of experience, CIBT is the trusted service provider to many of the world’s leading companies, including a majority of the Fortune 500.

CIBT delivers a comprehensive suite of services through two primary brands: Newland Chase, a wholly owned subsidiary specializing in global immigration strategy and advisory services for corporate clients worldwide, and CIBTvisas, a market leader in business and travel visa services for both corporate and individual clients.

Through its global expertise and extensive network, CIBT helps organizations and travelers navigate complex travel and immigration requirements in a fast, convenient, and secure manner.

Equal Employment Opportunity

CIBT is committed to building a diverse, equitable, and inclusive workplace where all employees and applicants are treated with respect and dignity. We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, ethnicity, national origin, religion or belief, sex, gender, gender identity or expression, sexual orientation, age, disability, medical condition, marital or family status, veteran status, genetic information, or any other characteristic protected by applicable local law.

CIBT is committed to providing reasonable accommodations throughout the recruitment and employment process for individuals with disabilities or other accessibility needs. If you require assistance or an accommodation, please contact us at [email protected].