Passport & Visa Administrator

National Airlines, based in Orlando, FL, operates passenger charter service as well as customized military and commercial air cargo carriages worldwide. National Airlines specializes in over-sized, time sensitive, and special handling requirements, utilizing 757-200, 747-400 and A-330 aircraft to accomplish its missions.

Job Title: Passport & Visa Administrator

Location: Orlando, FL

Department: Human Resources

Reports To: Senior Manager Human Resources / DER

FLSA Status: Exempt

Summary: The Passport & Visa Administrator serves as a company representative to manage and track all required visas for international travel.

Essential Functions

• Responsible for tracking visa and passport requirements for all active Flight crew personnel
• Administers the visa process for select countries such as China, Brazil, United Kingdom, India, etc.
• Tracks all required visa expiration and renewal dates for all workgroups
• Manages the databases for all passport and visa documentation information of all employees
• Reports visa completions for different department heads
• Verifies I-94 entries for all international contract employees
• Provides general support to all departments in relation to international travel
• Point of contact for internal and external clients for visa processing
• Verifies that visa processing data is accurate and meets embassy and consulate requirements
• Liaises in-person, via email, and phone with embassies, consulates, and other high-level foreign country personnel.
• Reviews visa application for completeness and supporting documentation prior to Government approval
• Advises Corporate Sales team of destination visa requirements
• Informs department heads of upcoming regulatory changes and entry/departure requirements worldwide
• Performs other duties as assigned.
  
  

Supervisory Responsibility: No

Experience & Competencies

• High School Diploma or GED
• Minimum 1 year of experience with managing travel documentation including passports and entry visas required
• Proven ability to understand the different geographic regions
• Knowledge of international time-zone, IATA (International Air Transport Association) & ICAO (International Civil Aviation Organization) codes
• Ability to research for worldwide visa changes and report to different department heads
• Ability to communicate effectively with all levels of the organization
• Proven ability to multi-task and manage deadlines
• Time-management skills
• Cargo/Trade industry knowledge
• Understanding of current political, economic, and social global changes and how they can impact visa requirements all over the world is preferred.
• Able to work independently or with little supervision
• Excellent attention to detail and problem-solving skills
• Previous customer service experience preferred
• Proficiency in MS Office (MS Excel and MS Word, in particular)
• Prior experience with AIMS or other airline software preferred
• Ability to understand and identify the different visa types
• Ability to learn and recall information about visa application procedures and the rules and regulations pertaining to visa requirements.
• Must maintain confidentiality and properly secure confidential material
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• Excellent attendance
  
  

Physical Requirements

• Office environment.
• Ability to sit or stand for extended periods of time.
• Must be able to work full time on-site.
  
  

The duties listed above are intended only as illustrations of various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

National Air Cargo is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, Protected Veteran status, genetic information, pregnancy, or any other legally protected status. We prohibit discrimination in all aspects of employment, including recruitment, hiring, compensation, benefits, training, termination, promotions or other conditions of employment or career development. We take affirmative steps to hire and advance females, racial minorities, Protected Veterans, and Individuals with Disabilities. We offer Reasonable Accommodations where necessary to candidates for employment and to our qualified employees with disabilities.

National Airlines also expects all our employees to support and promote our Safety Management System (SMS) Safety Policy and Safety Objectives. Employees at all levels of the organization are encouraged to report safety concerns or hazards without fear of reprisal.

National Airlines requires all team members to complete a record in National’s Vaccination Tracking Tool. Team Members may opt to provide records documenting their fully vaccinated status or agree to comply with weekly COVID-19testing and reporting. Requests for medical and religious exemptions for those who cannot be vaccinated will be considered with substantiating documentation.