Immigration Coordinator (Assistant)

Job Description

Contract: Permanent, Full Time  

Office Location: Krakow

The role:

As a Coordinator, you will play a vital role in supporting the broader legal and administrative teams with essential day-to-day operations. This position combines office-based tasks with in-person administrative support at government authorities as well as assisting Consultants and wider case team members by managing documentation, preparing application materials, and liaising with foreign nationals and government offices. Success in this role requires strong attention to detail, excellent organizational skills, and the ability to thrive in a fast-paced, client-focused environment.

What your day will look like:

Providing administrative and logistical support to Consultants, Senior Consultants, and Managers in the preparation and submission of immigration applications.

Accepting hard-copy documentation at the office, scan and upload materials accurately to internal systems.

Preparing application binders, initiate case files, and maintain accurate records of each matter.

Assisting foreign nationals during in-person office appointments, ensuring a professional and welcoming experience.

Submitting applications and supporting documentation to immigration offices and upload confirmation of submissions to shared systems.

Collect documentation from clients and organize necessary legal certifications with internal legal advisors or attorneys.

Coordinate the ordering of couriers for document dispatch and tracking.

Prepare draft letters and immigration forms as requested by Consultants.

Support with simple immigration matters, such as civil registry document procurement or EU registrations, including communication with clients.

Assist in booking appointments at immigration offices and other relevant government institutions.

Manage postage, prepare outgoing mail, and ensure document delivery deadlines are met.

Take on additional ad hoc duties and administrative tasks to support the wider team and ensure smooth office operations.

Arranging payment of government fees through on-line banking as required, and managing record keeping.

Keeping internal case management system updated as required.

Additional responsibilities include:

Managing dropboxes: answering queries from the client, assignees, and case workers.

Special Projects: take on additional projects as required with tight deadlines.

Support / training: Once experienced – training of new employees, which could include producing and/or delivering training packages.

Ad hoc duties: assist with ad hoc administrative functions, as needed

The team:

You will be joining a dynamic team of immigration professionals working in a fast-paced, international environment. Collaboration is at the heart of what we do—teamwork, knowledge sharing, and mutual support are essential to our success. As we build our presence in Poland, you’ll have the opportunity to contribute meaningfully from day one while being supported by a culture that values empowerment, growth, and continuous learning. It’s an exciting time to join a team where your expertise will have a real impact. 

What we are looking for:

Essential criteria:

To be successful in this role you will need strong administrative and data entry skills, this can be taken from either previous work experience or educational background. Attention to detail, time management and strong communication skills will be key to the role.

Preferred skills:

The ability to work flexibly and accurately in a fast-paced environment.

Excellent communication skills to influence and achieve objective and a professional, client-friendly demeanour.

Exceptional planning and time management skills with an ability to multi-task.

A proactive attitude and willingness to take on new responsibilities as the team evolves.

Willingness to act under instruction with limited supervision.

The ability to plan workload, meet deadlines and priorities.

Ensures work completed is accurate, to a high quality and follows standard layouts.

The ability to complete tasks within agreed timeframes and in line with expectations.

The ability to complete a number of tasks and processes as per the daily, weekly, and monthly targets.

The ability to implement effective processes to manage workflow and meet deadlines.

Proficiency in Microsoft Office processing, Internet, and email systems.

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include (but are not limited to):

Competitive Salary: We offer salaries that reflect your skills and experience  

Health and Wellness: Private Medical Insurance  

Protection and Security: Pension scheme   

Professional Development: Access to our e-learning platform  

What to expect:

Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.

If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.

After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.

At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a diverse, forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritise Fragomen’s social responsibility through a cohesive strategy covering five key focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR, Pro Bono and Sustainability. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position’s location, and conducting a comprehensive background check, where permitted by local regulations.