Job Summary The Visa Special shall be responsible in the initial checking, acceptance, and preparation of documents for visa applications, ensuring that these are complete and in order, per the specification of the concerned Embassy/Consulate/Visa Application Center. Preparation of documents will include assisting customers in filling up their respective applications forms and ensuring that all required fields are complete. He or she shall be responsible for scheduling appointments with Embassies/Consulates/Visa Application Centers and in attending to phone, email and in person inquiries from customers. He or she is also responsible in updating the internal database of the Department for received and released documents and to coordinate the return of the passports and other documents of crew members to their respective Crewing Offices and to the clients themselves, if corporate or for individual travel (FIT) client as soon as there is a decision on their application.

• The position holder shall undertake the following functions:
• Encoding of online visa applications.
• Scheduling of visa appointments with Embassies/Consulates/Visa Application Centers.
• On time updating of received documents and visa application progress on Visa Processing System.
• Answering all emails regarding appointments, online visa applications and visa requirements.
• Keeping records of visa appointments.
• Accomplishing the daily Excel file for manager’s cheque and cash advance requests.
• Coordinating with Embassies/Consulates/Visa Application Centers regarding the follow up of visa applications that have been pending for more than the processing timeframe.
• Briefing of crew members with personal appearance to the concerned Embassies.
• Assisting PTC crew members in filling out application forms.
• Receiving of documents from PTC Crewing Offices and checking of its completeness and consistency, as well as updating Mid-Office System on the documents received.
• Assists in filling up of application forms and proper storage of all documents for filing the next day.
• Assisting with leisure or corporate clients about their visa applications and updating the Visa OM or Operations Head with the progress of the applications.
• Assisting Liaison Officers regarding the preparation and lodging of applications and release of visas, if needed operationally, and as approved by the Visa OM or Operations Head.
• Releasing of visa documents to customers.
• Keeping a duplicate copy of all the transmittal copies of customers and the CTI Visa’s dispatch form to customer in the Daily Visa Folder.
• Comply with the company’s’ Code of Conduct.
• Comply with the company’s Quality Policy.
• Attend all required trainings, industry events and meetings as required by the Company.
• Coordinates with the administrative needs of the department, such as leave approvals, requests for supplies, etc.
• Performs work within the standards of company’s Quality Management System.
• Perform all other appropriate duties and tasks deemed necessary by the Business Development Head.

• Bachelor's Degree Graduate preferably BS Operations Management, Tourism Management, Consular and Diplomatic Affairs 
• Preferably with at least 6 months experience in the Travel or Shipping Industry but not required. 

Skills

• Able to work in a fast-paced work environment.
• Must possess strong skills in written and verbal communications, negotiations, time management, organizational planning, and presentation.
• Can work with limited supervision and ability to maintain a high level of confidentiality.
• Good communication and presentation skills
• Time-management skills
• Can prepare reports.
• With keen attention to detail.
• Willing to work beyond schedule.