Immigration Administrator

Company Description

Join the leader in global work. Vialto helps leading organizations identify, develop, and execute their workforce priorities with confidence. Our practice areas include global tax, immigration, rewards, advisory and Vialto private and our team is the gold standard in navigating the complexities of cross-border compliance, and workforce strategies. We look for people our clients and assignees can count on to thoughtfully deliver clear solutions to complex problems.

To be the best in the business, we cultivate a dynamic, highly collaborative culture that fuels the growth of our people. We invite you to inquire boldly, learn deeply, and grow endlessly with us. You’ll work alongside recognized experts, shaping people-first, technology-driven solutions that drive the future of work. We help our clients achieve their goals and imagine new possibilities. And we can do the same for you. Whatever your aspirations, Vialto can help you find your way.

About the Role

We're looking for a detail-oriented and reliable Part-time Immigration Operations Assistant to support our Immigration team in Japan. This role offers a great opportunity to gain hands-on experience in immigration case administration while working alongside experienced professionals in an international environment.

You'll play an important role in ensuring immigration applications are processed accurately and efficiently, supporting both our clients and internal teams throughout the immigration lifecycle.

Key Responsibilities

Coordinate and manage immigration application documents following submission to the relevant government authorities.

Receive, organise and process immigration documents and official correspondence from government offices.

Scan, upload and maintain immigration records within our internal document management systems.

Prepare and coordinate document packages for mailing and courier dispatch.

Support the issuance process for Residence Cards and other immigration-related documentation.

Prepare and send notifications to clients regarding application progress and document updates.

Work closely with Immigration Consultants to ensure accurate record keeping and timely case administration.

Maintain electronic case files and ensure documentation is stored in accordance with internal procedures.

Provide general administrative and operational support to the Immigration team as required.

We're Looking For Someone Who

Has excellent attention to detail and enjoys working accurately with documentation.

Is organised and able to manage multiple administrative tasks.

Communicates clearly and professionally in Japanese and English.

Is comfortable using Microsoft Office and learning new internal systems.

Enjoys supporting a collaborative team environment.

Takes ownership of assigned tasks and follows processes carefully.

What You'll Gain

Practical experience working within a global professional services firm.

Exposure to Japanese immigration processes and global mobility services.

The opportunity to work alongside experienced immigration professionals.

A supportive team environment with opportunities to learn and develop.

Additional Information

This is a part-time position

In-office work

Tokyo

We are an equal opportunity employer that does not discriminate on the basis of any legally protected status.

Please note, AI is used as part of the application process