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Mobility and Immigration Admin Coordinator

4 months ago

Malvern, United States Saint-Gobain North America Full time

The Immigration & Mobility Coordinator’s main focus is to support the SGNA Mobility team in all administrative and reporting duties for our mobility and immigration programs. The incumbent will provide support on a daily basis to a team of 5 and to the employees whom we support. Volume is: 70-75 assignees, 30 to 40 International Permanent transfers, 200+ active immigration cases and 100+ new immigration cases/year.

This role is key to the good functioning of the Mobility programs and of the SGNA immigration compliance needs. All administrative aspects are centralized within the department. The incumbent is expected to be involved in individual cases and will learn in detail our internal processes and policies.

Global Mobility Programs

  • Coordination with HR and international employees to gather and save documents from those employees and their family members for immigration submission and support (employee & family)
  • Responsible for initiating applicable services and documents with vendors (including but not limited to Relocation, Tax, and Language training)
  • Monthly and annual payroll reporting and data extraction (monthly & Annual reporting) for international mobility assignments from HRIS system
  • Handle all updates of internal systems, PeopleGroup/MicroStrategy, due to position and personal changes
  • Review and confirm invoices associated with scope of responsibility

Immigration

  • Ability to remain up to date with and learning of US and Canadian immigration basics and protocols
  • Initiation with employees and vendors (Hunton, Newland Chase, Audet) for US and Canadian employees
  • Saving and gathering immigration documents
  • Assist with Business travelers process (documents gathering, I-9, SSN applications) to ensure compliance
  • Handle FICA compliance and submit tickets to payroll system accordingly for all employees, interns, and co-ops

Reporting

  • Work with Mobility Manager and Mobility Financial Analyst to complete tasks
  • Complete tracking reports for immigration initiations and expenses reporting
  • Update Microsoft List Tool for internal tracking purposes within scope (FICA, immigration, mobility, etc)


Required Qualifications

The coordinator will need to be able to operate in a complex, multi-business environment with different processes by Country (US/Canada) by working directly with transferees, vendors, employees, and HR teams.

  • HS Diploma Required; Bachelor’s Degree Preferred
  • 3+ years in Finance, HR, or other business related field
  • Experience in applying and following established procedures and work instructions to complete day to day responsibilities, which are generally well-defined and straight-forward, but require relatively frequent deviations
  • Excellent written and verbal communication skills are required
  • Strong organizational skills with ability to prioritize multiple tasks in a fast-paced environment, demonstrating a high level of integrity and accuracy
  • Ability to handle high volume of work efficiently
  • Must have strong attention to detail and error prevention
  • Ability to develop and maintain a positive working relationship with others, including being courteous with others when requesting or transmitting information
  • Very good analytical and problem-solving skills, capable of sound decision making
  • Proven ability to work without frequent supervision
  • MS office suite