Visa & Logistics Coordinator

Join our team in Aberdeen on a full-time, 1 year fixed-term contract. Reporting to the HR Manager, you will be responsible for coordinating end-to-end immigration activities, supporting the timely international mobilisation of personnel across our operations. Working closely with employees, internal stakeholders, immigration authorities and external legal providers, you will ensure visa and immigration processes are managed efficiently and in full compliance with company policies, procedures and immigration requirements. This role offers the opportunity to play a key part in supporting our global workforce, ensuring personnel are mobilised effectively while maintaining the highest standards of compliance and accuracy.

RESPONSIBILITIES

• Liaise with external immigration lawyers, agents and immigration authorities to facilitate visa application processes and understand visa process requirements and processing times in line with business requirements.
• Manage visa processes to meet required mobilisation dates.
• Monitor visa expiry dates, renewals and compliance obligations.
• Responsible for collating the necessary documentation to support the visa application submission.
• Proactively monitor the progress of the visa application and regularly follow up for missing information, where necessary.
• Provide regular updates in relation to the visa application status to manage internal and client expectations.
• Liaise with internal stakeholders to identify future visa requirements including but not limited to extension or termination.
• Ensure visa renewals or any compliance related immigration activities are promptly actioned.
• Collaborate with the HR Manager to identify and elevate high-risk immigration matters to key stakeholders.
• Provide support in relation to personnel or client queries regarding visa processes.
• Responsible for responding to immigration-related issues in a timely manner.
• Complete a pre-mobilisation check, ensuring all necessary documentation is in place for personnel travelling internationally.
• Create and maintain a travel register to track and monitor personnel days in country.
• Support travel requests and bookings, as and when required, ensuring arrangements are completed efficiently and in accordance with Company policies and operational requirements.
• Assist with Personnel Tracker maintenance and distribution when required.
• Create Purchase Orders as required.
• Support HR generalist tasks and projects, as and when required.
• Participate in Emergency Response duties as required.

ACCOUNTABILITIES

• Ensure completion of right to work checks and maintain accurate records.
• Track visa application progress and manage high-volume workload efficiently.
• Ensure compliance with immigration law.
• Monitor changes in immigration requirements and communicate to necessary stakeholders.
• Ensure HR information remains confidential and is recorded and maintained accurately.
• Establish effective working relationships.
• Continuous improvement of HR processes.

QHSE RESPONSIBILITIES

• Co-operate with Company health and safety requirements to ensure that statutory duties are met.
• Abide by and promote the implementation and continuous improvement of the QHSSE system.
• Comply with all Company policies and procedures.

EXPERIENCE

• Experience working in a logistics or HR administration role.
• Experience working within the energy industry is preferable.
• Basic knowledge of HR processes and best practice is preferable.

PERSONAL ATTRIBUTES & SKILLS

• Excellent attention to detail.
• Strong planning and organisational skills.
• Personable and a team player.
• Flexible and adaptable, able to prioritise multiple tasks and changing priorities effectively under pressure.
• Able to work in a fast-paced environment.
• Able to propose solutions and solve problems.
• Proficient with Microsoft Office packages, particularly Word, Excel and Outlook.