Location: Ahmedabad, Gujarat

Work Mode: On-site

Working Days: Monday to Saturday

Working Hours: 9:30 AM – 6:30 PM

Experience: 1–3 Years

Salary: ₹30,000–₹40,000 per month

About the Role

We are looking for a detail-oriented and proactive Operations Executive, Visa and Admissions to manage the end-to-end university application and student visa processes for students applying to international universities.

The role involves processing university applications, verifying and submitting student documents, tracking application deadlines, coordinating with universities, and managing visa documentation and appointment procedures. You will work closely with students, parents, universities, visa application centres, and internal teams to ensure that every application and visa file is accurate, complete, and submitted within the required timelines.

The ideal candidate will have a positive understanding of international university admissions and student visa procedures, excellent communication skills, and the ability to manage multiple applications and visa cases with accuracy, confidentiality, and efficiency.

Key Responsibilities

1. University Admissions and Application Processing

- Manage end-to-end university application processing, including application filling, review, and submission.
- Prepare and submit applications through university portals, UCAS, Common App, and other international application platforms.
- Review student information and supporting documents for accuracy, completeness, and consistency before submission.
- Coordinate with students to collect pending documents, personal information, academic records, essays, recommendation letters, and other application requirements.
- Track application deadlines, document requirements, submission status, university updates, and admission decisions.
- Coordinate with universities regarding application queries, missing documents, additional requirements, and status updates.
- Assist with offer letters, conditional offer requirements, acceptance procedures, and other post-admission formalities.
- Maintain accurate application trackers and ensure all student records are updated promptly.

2. Student Visa Documentation and Processing

- Manage the end-to-end student visa documentation and application process for students pursuing higher education abroad.
- Guide students on destination-specific visa requirements, documentation checklists, application procedures, and submission timelines.
- Review visa application forms and supporting documents to ensure accuracy, completeness, and compliance with applicable requirements.
- Assist students in preparing and organising visa documents, including admission letters, financial documents, academic records, identity documents, insurance, accommodation details,



and other country-specific requirements, as applicable.
- Ensure students understand the documentation and financial evidence required by the relevant embassy, consulate, or visa application centre.
- Stay updated on visa regulations, embassy guidelines, appointment procedures, and documentation requirements for relevant destination countries.
- Identify discrepancies, missing documents, or potential issues in visa files and coordinate with students to resolve them before submission.
- Assist with visa interview preparation, where applicable, by explaining the process and helping students understand common interview expectations.
- Support visa rejection cases, additional document requests, and reapplications by coordinating the required documentation and next steps.

3. Visa Appointment and Embassy Coordination

- Coordinate and schedule visa appointments, biometric submissions, and other required formalities with relevant visa application centres and embassies.
- Communicate appointment availability, document submission procedures, confirmations, and required checklists to students.
- Follow up with visa application centres, embassies, and relevant stakeholders regarding appointment-related queries and application updates.
- Track visa application progress and follow up on pending actions to minimise avoidable delays.
- Ensure students are informed of important appointment dates, submission requirements, and time-sensitive updates.

4. Student, Parent, and Stakeholder Coordination

- Handle regular communication with students, parents, universities, visa application centres, and internal teams through email, phone, and other communication channels.
- Provide clear and timely guidance regarding admissions procedures, documentation, deadlines, and visa requirements.
- Follow up consistently with students and internal teams to collect pending information and complete outstanding tasks.
- Communicate application updates, visa requirements, next steps, and potential delays professionally and promptly.
- Escalate complex cases, discrepancies, and time-sensitive issues to the reporting manager when required.
- Ensure students and parents receive a smooth, organised, and supportive experience throughout the admissions and visa process.

5. Documentation, Tracking, and Process Management

- Maintain and update student application trackers, visa trackers,



document checklists, appointment records, and status reports.
- Monitor application and visa deadlines to ensure all required actions are completed within prescribed timelines.
- Maintain organised digital records of student documents, application confirmations, correspondence, and visa-related updates.
- Ensure the confidentiality and security of student information and sensitive documents at every stage.
- Follow established internal processes and flag recurring errors, documentation gaps, and opportunities to improve operational efficiency.
- Ensure all applications and visa files are processed with high accuracy, attention to detail, and accountability.

Requirements:

- 1–3 years of experience in study-abroad admissions, university application processing, student visa processing, education consulting, or a related role.
- Good understanding of international university application procedures and student visa documentation requirements.
- Familiarity with university application portals, UCAS, Common App, and other international application platforms.
- Knowledge of visa procedures for destinations such as the UK, Europe, the USA, Canada, Australia, or other relevant countries.
- Strong written and verbal English communication skills, with the ability to communicate professionally with students, parents, universities, and external stakeholders.
- Proficiency in documentation management, spreadsheets, application trackers, email communication, and online portals.
- Excellent organisational, coordination, follow-up, and time-management skills.
- High attention to detail and the ability to identify errors or discrepancies in application and visa documentation.
- Ability to manage multiple student cases, competing deadlines, and time-sensitive requirements effectively.
- A responsible approach to handling confidential student information and financial documentation.
- Ability to work independently while collaborating effectively with the admissions and operations team.

Preferred Qualifications:

- Hands-on experience in both university application processing and student visa operations.
- Experience coordinating with embassies, consulates, or visa application centres such as VFS Global.
- Familiarity with country-specific visa procedures and post-admission requirements.

Key Skills

Admissions Operations | University Application Processing | Student Visa Processing | Visa Documentation | UCAS | Common App | University Portals | Embassy and VFS Coordination | Appointment Scheduling | Student and Parent Communication | University Coordination | Document Verification | Deadline Management | Application Tracking | Follow-ups | Data Management | Confidentiality | Attention to Detail

📌 Operations Executive, Visa and Admissions (Ahmedabad)
🏢 Gradient Dreamz
📍 Ahmedabad