Operations Executive

Role Overview We are looking for a highly detail-oriented Backend Operations Executive to manage the end-to-end documentation and submission process for: Bescheid applications

(Recognition decision from German authorities) Vorab (Pre-Approval) applications Coordination with Account Managers and German client hospitals This role is critical in ensuring smooth processing of candidate files, compliance accuracy, and timely deployment to Germany.

Key Responsibilities 1️⃣ Bescheid Application Management Prepare, verify, and submit recognition (Bescheid) documentation to relevant German authorities Ensure completeness and accuracy of candidate files before submission Track application status and proactively follow up Maintain structured documentation and digital trackers Identify potential documentation gaps early to reduce rejection or delay

2️⃣ Vorab (Pre-Approval) Application Processing Compile employer-side and candidate-side documentation for Vorab submission Coordinate with German clients for required documents Track submission timelines and approval status Ensure compliance with state-specific German requirements

3️⃣ Coordination with Account Managers & Clients Work closely with Account Managers to align on candidate timelines Collect missing documents from hospitals or partners Provide regular status updates Flag risks, delays, or authority queries promptly Support resolution of documentation-related escalations

4️⃣ Process & Compliance Maintain SOPs and standardized checklists Improve documentation accuracy and reduce resubmission rates Ensure data hygiene across CRM and internal systems Support audits and internal quality reviews

Key Performance Indicators (KPIs) Application accuracy rate Turnaround time (TAT) per Bescheid/Vorab file Rejection/resubmission rate SLA adherence Documentation completeness score

Ideal Candidate Profile Experience in visa processing, immigration, education admissions, compliance, or healthcare mobility preferred Extremely detail-oriented and process-driven Strong coordination and follow-up skills Comfortable managing multiple cases simultaneously Proficient in Excel / Google Sheets Understanding of German regulatory processes (nice to have)

Core Traits We Value Structured thinker High ownership mindset Strong follow-through discipline Calm under process complexity Proactive communicator