Japan Visa Documentation Specialist

Job Description

Title: Japan Visa Documentation Specialist

Company Name: Specialone.co.jp

Vacancy: 02

Age: 23 to 35 years

Job Location: Dhaka (Vatara)

Salary: Tk. 18000 - 22000 (Monthly)

Experience:

• 1 to 3 years
• The applicants should have experience in the following business area(s): Immigration and Education Consultancy Service, Immigration/Visa Processing

Published: 2025-10-15

Application Deadline: 2025-10-29

Education:

• Bachelor/Honors

Student & Job visa documentation processing

Requirements:

• 1 to 3 years
• The applicants should have experience in the following business area(s): Immigration and Education Consultancy Service, Immigration/Visa Processing

Skills Required: Adobe Acrobat,Adobe Illustrator,Adobe Photoshop,Education Immigration,Google docs,Google Sheets,immigration visa processing,Japanes and English Writing Skill,Microsoft Office,Student Visa Processing

Additional Requirements:

• Age 23 to 35 years

Responsibilities & Context:

🔹 Key Job Responsibilities

1. Daily Operations and Workflow Management

• Supervise and coordinate all aspects of Japanese visa documentation and processing.

• Review new student profiles daily to identify visa type, school category, and specific document requirements.

• Create and maintain daily checklists for each application (document collection, verification, submission tracking).

• Ensure all in-process files are updated, verified, and properly communicated to students or related departments.

• Submit daily progress and pending task reports to the department head.
  

2. Client Consultation and Eligibility Assessment

• Conduct consultation sessions with students and guardians to explain the full Japanese visa process.

• Assess educational background, travel history, and financial capacity to determine eligibility for student or other visa types.

• Advise students on the most suitable visa category (student, dependent, business, or tourist).

• Maintain detailed consultation logs and ensure timely follow-ups for each case.
  

3. Document Collection and Checklist Management

• Prepare and provide customized document checklists based on the Japanese Embassy or school requirements.

• Collect, review, and verify documents such as passports, photos, transcripts, certificates, travel itineraries, and financial proofs.

• Check document accuracy, completeness, and authenticity before submission.

• Inform students promptly about any missing or incorrect documents and guide them in corrections.

• Maintain both digital and physical records of all case files in an organized system.
  
  

4. Document Preparation and Verification

• Prepare all visa forms, letters, and supporting papers for submission to schools, embassies, or BJVC (Bangladesh Japan Visa Application Centre).

• Draft or translate necessary supporting documents (sponsorship letters, financial guarantees, recommendation letters).

• Ensure accuracy, consistency, and up-to-date financial documentation according to embassy standards.

• Regularly review and update document templates and samples for departmental use.
  

5. Application Package Compilation and Submission

• Compile the final visa application package after completing internal verification.

• Conduct a pre-submission quality check for embassy and BJVC compliance.

• Submit applications to BJVC or coordinate logistics for submission by company representatives.

• Record submission details, including reference number, date, and expected processing duration.

• Track application progress daily and update students, guardians, and management accordingly.
  

6. Follow-Up and Post-Submission Support

• Liaise with BJVC, schools, and the Japanese Embassy to follow up on ongoing visa applications.

• Communicate regularly with students regarding status updates or re-submission requirements.

• Assist in collecting approved visa stickers or coordinating passport delivery after approval.

• Maintain detailed follow-up records to ensure no case remains unresolved.
  

7. Communication and Counseling

• Handle calls and messages professionally, responding to inquiries about visa procedures and document requirements.

• Provide support and counseling to students during preparation, waiting, and approval stages.

• Communicate clearly with guardians to explain financial and documentation issues.

• Guide students on pre-departure documents and embassy interview readiness when applicable.
  

8. Coordination with Other Departments

• Collaborate with the Marketing Department to supply accurate information for promotional materials or campaigns.

• Support the Accounts Department in verifying student financial documentation and payment records.

• Coordinate with Academic and Counseling Teams to align enrollment data with visa documents.

• Participate in school interviews, events, and promotional activities as a representative of the organization.
  
  

9. Record Keeping and Reporting

• Maintain secure, organized records of all visa-related files, receipts, and embassy correspondences.

• Update the visa processing tracker daily with each student’s progress.

• Prepare weekly and monthly departmental reports, summarizing visa outcomes and pending applications.

• Ensure confidentiality of all sensitive data, including financial and identification documents.
  

10. Compliance, Professional Conduct, and Responsibility

• Follow company policies, office rules, and the chain of command with professionalism.

• Attend all meetings punctually, bringing updated reports and suggestions for process improvement.

• Meet deadlines for all submissions and maintain accountability for assigned cases.

• Uphold integrity, accuracy, and transparency in all document handling and communications.
  

11. Continuous Learning and Development

• Stay updated with the latest changes in Japanese immigration laws and embassy requirements.

• Participate in internal and external training programs to improve professional knowledge and efficiency.

• Propose process improvements and contribute to developing better documentation standards and services.
  
  

🎓 Educational Requirements

• Bachelor’s degree in any discipline.
  

💼 Experience

• Prior experience in Japanese visa documentation or education consultancy will be an advantage.

Job Other Benifits:

• Mobile bill,Provident fund,Performance bonus
• Salary Review: Yearly
• Lunch Facilities: Partially Subsidize
• Festival Bonus: 2

Employment Status: Full Time

Job Work Place: Work at office

Company Information:

Gender: Male and Female can apply

Read Before Apply: Please apply only who are fulfilling all the requirements of this job

Category: Research/Consultancy