Documentation Officer

3 days ago

Makati City, National Capital Region, Philippines M and J Recruitment Solutions Inc. Full time

Qualifications:

  • Graduate of Bachelor's Degree in Business Administration, Office Administration, Political Science, or any related field.
  • Open to fresh graduates with strong administrative skills; experience in visa processing is an advantage.
  • At least 1-2 years of experience in administrative work, document processing, visa processing, or related functions.
  • Proficient in using MS Office (Word, Excel, Outlook) and capable in handling digital and physical filing systems.
  • Experience in dealing with the Bureau of Immigration processes is an an advantage.
  • Accounting experience; cash advance, liquidation, and editing forms is an advantage.

Duties and Responsibilities:

A. Documentation of Applications

(Immigrant and Non-Immigrant Applications)

  • Prepare receiving copies for documents submitted by expatriates (eg, passport, I-Card, etc.).
  • Conduct initial evaluation of received documents to ensure compliance with the Bureau of Immigration (BI) checklist requirements.
  • Coordinate with the Executive Officer to follow up on missing information or documents required for the final preparation and printing of application materials.
  • Print finalized documents for expatriate signatures and photocopy all required attachments, including complete passport pages and other supporting documents.
  • Prepare a summary list of any remaining deficiencies for the Final Evaluator's reference.

  • Maintain organized files for:

  • Applications with pending requirements

  • Applications in process with the Bureau of Immigration
  • Completed applications
  • Business documents of all corporate accounts
  • Service agreements

B. Annual Report

  • Facilitate registration for the Annual Report through the Bureau of Immigration's online application system.

C. Cash Advances and Liquidation - Visa Team

  • Maintain digital records and a physical logbook of all cash advances received by the visa team.
  • Verify the accuracy of cash advance amounts and ensure there are no duplicate requests.
  • Review and validate liquidation reports submitted by the visa team, ensuring consistency between the liquidated amounts and the original advances.

D. Visa Forms

  • Responsible for printing and maintaining an adequate supply of visa-related forms required by the visa team.

E. Daily Cash Count/ Cash Flow - BI Representative

  • Verify that the physical cash in the cash box matches the recorded cash count.
  • Ensure that the cash count aligns with the daily cash flow report.

F. Completed Documents

  • Compile and file all completed applications in an organized manner.
  • Maintain proper label and boxing of all finalized documents for easy retrieval and reference.

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