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Key Responsibilities and Required Skills for an Immigration Coordinator

💰 $ - $

Human ResourcesLegalCorporate AdministrationGlobal Mobility

🎯 Role Definition

At its core, the Immigration Coordinator role is the operational and compassionate engine of a company's global talent strategy. This position is pivotal in navigating the intricate and ever-changing landscape of employment-based immigration law. The Coordinator acts as a central point of contact, providing crucial support and guidance to international employees, their managers, and internal stakeholders. More than just a processor of paperwork, this individual ensures a seamless and positive experience for foreign nationals joining the company, demystifying complex processes and mitigating personal and business anxieties. They are the guardians of compliance, meticulously managing timelines, documentation, and records to protect both the employee's status and the organization's legal standing. Think of the Immigration Coordinator as the essential bridge connecting human resources, legal counsel, and the diverse talent that drives a global business forward.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Human Resources Assistant / Coordinator
  • Paralegal Assistant / Legal Secretary
  • Administrative Assistant (in a Legal or HR setting)

Advancement To:

  • Senior Immigration Specialist / Analyst
  • Global Mobility Manager
  • Immigration Program Manager

Lateral Moves:

  • HR Generalist (with a focus on compliance)
  • Corporate Paralegal

Core Responsibilities

Primary Functions

  • Manage the full lifecycle of U.S. inbound and outbound immigration cases, including non-immigrant (H-1B, L-1, TN, O-1, E-3) and immigrant (PERM, I-140, I-485) petitions from initiation to completion.
  • Serve as the primary point of contact for employees, managers, and recruiters, providing clear, empathetic, and timely guidance on immigration procedures, case status, and next steps.
  • Prepare and meticulously review complex petition letters, government forms, and extensive supporting documentation to ensure absolute accuracy and completeness before submission by legal counsel.
  • Maintain and update all employee immigration records with exceptional accuracy within the company's Human Resource Information System (HRIS) and dedicated case management software.
  • Proactively monitor and track critical deadlines, visa expiration dates, and case status updates for all active matters to ensure no lapses in work authorization.
  • Guide employees and their families through the often-stressful processes of visa applications at U.S. consulates abroad, including document collection and interview preparation.
  • Act as a dedicated liaison with external immigration law firms, coordinating the flow of information and documentation to ensure the timely and successful filing of all petitions.
  • Initiate and oversee the PERM labor certification process, which includes posting job advertisements, tracking recruitment activities, and maintaining detailed compliance files.
  • Field and respond to a high volume of inquiries from internal stakeholders regarding immigration policies, sponsorship eligibility, and case-specific strategies.
  • Onboard new foreign national employees by coordinating the Form I-9 and E-Verify process, ensuring full compliance with employment eligibility verification regulations.
  • Coordinate and review detailed information and documentation required for visa petition filings, including employee credentials, company information, and job descriptions.
  • Keep abreast of changes in immigration laws, regulations, and government processing times, and communicate potential impacts to the business and affected employees.
  • Provide comprehensive support for employees undergoing the Adjustment of Status process, including preparing document packages and assisting with interview preparation.
  • Manage the H-1B lottery registration and filing process, including data collection, employee communication, and coordination with legal counsel for a large volume of candidates.
  • Ensure all immigration-related compliance obligations are met, including the meticulous maintenance of Public Access Files (PAFs) for H-1B employees and timely updates for any material changes in employment.
  • Develop and maintain strong working relationships with employees and stakeholders, building trust through reliable and knowledgeable support.

Secondary Functions

  • Assist in the development and continuous improvement of internal immigration policies, process documentation, and standard operating procedures to enhance efficiency and employee experience.
  • Generate regular and ad-hoc reports for leadership on immigration program metrics, including case volume, approval rates, processing times, and overall program costs.
  • Conduct periodic internal audits of immigration files, including I-9 forms and H-1B Public Access Files, to ensure ongoing compliance with government regulations.
  • Support the HR and Finance teams with budget tracking and invoice processing for all immigration-related legal and government filing fees.
  • Create and update internal resource materials, guides, and FAQs on the company intranet to empower employees and managers with self-service immigration information.

Required Skills & Competencies

Hard Skills (Technical)

  • Deep, practical knowledge of U.S. business immigration, including a strong understanding of various visa types (H-1B, L-1A/B, O-1, TN) and immigrant visa processes (PERM, I-140).
  • Proficiency with specialized immigration case management software such as LawLogix, INSZoom, Tracker, or similar platforms.
  • Experience with maintaining and auditing H-1B Public Access Files (PAFs) and a thorough understanding of Labor Condition Application (LCA) compliance requirements.
  • Strong command of the Microsoft Office Suite, particularly Excel for tracking large datasets, and Word for drafting and formatting complex support letters.
  • Familiarity with navigating government agency websites and systems, including the Department of Labor (FLAG system) and USCIS online filing portals.
  • Expertise in Form I-9 and E-Verify compliance, including remote verification procedures and reverification protocols for foreign nationals.

Soft Skills

  • Exceptional attention to detail and a commitment to accuracy, as minor errors can have significant consequences.
  • A high degree of empathy, discretion, and interpersonal skill to effectively manage sensitive and confidential employee situations with professionalism and compassion.
  • Outstanding written and verbal communication skills, with the ability to explain complex legal concepts in a clear and accessible manner to a non-legal audience.
  • Proven ability to multitask, prioritize a demanding workload, and manage multiple high-stakes projects simultaneously in a fast-paced environment.
  • Strong problem-solving and critical thinking skills to identify potential case issues, escalate them appropriately, and collaborate on effective solutions.
  • A proactive and results-oriented mindset with the ability to work independently and take ownership of responsibilities.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's degree or equivalent combination of education and direct, hands-on experience in a related field.

Preferred Education:

  • Bachelor's degree in a relevant field of study.
  • Paralegal Certificate from an ABA-approved program.

Relevant Fields of Study:

  • Human Resources
  • International Relations / Global Studies
  • Business Administration
  • Pre-Law / Legal Studies

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in an employment-based immigration role.

Preferred: Experience working within a corporate in-house global mobility or legal team, or significant experience at a business immigration law firm handling a high volume of corporate clients.

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