Passport & Visa Processing Coordinator

Passport & Visa Processing Coordinator

Express Travel Services, Inc.

San Diego, CA | On-Site – Oberlin Drive

Full-Time | $20.00–$23.00 per hour

Schedule | 11:00am - 5:30pm (30 Hours/week)

About Express Travel Services

Express Travel Services (ETS) is a San Diego-based passport and visa processing company helping individuals, families, business travelers, and corporate clients navigate U.S. passport and international visa requirements.

We specialize in expedited U.S. passport services, international visas, and travel document processing, with a strong focus on accuracy, responsiveness, security, and exceptional customer service.

We're growing and looking for a dependable, detail-oriented Passport & Visa Processing Coordinator to join our team.

About the Role

This is a hands-on, fast-paced operations and customer service position. You'll work directly with clients throughout the passport and visa process while helping our office manage applications, documentation, deadlines, shipping, client communications, local corporate deliveries, and day-to-day processing.

Passport and visa applications can involve strict government and consular requirements. A small error or missed detail can create a major delay for a traveler, so accuracy matters here.

We're looking for someone who is dependable, takes pride in their work, follows through, and cares about doing things correctly. We're a small team, and every person matters. We need someone we can count on to show up, contribute, stay organized, and take ownership of their responsibilities.

We'll teach you the passport and visa side. You bring the reliability, attention to detail, customer service skills, work ethic, and willingness to learn.

What You'll Do

• Assist clients by phone, email, and in person with passport, visa, and travel document services
• Review applications and supporting documentation for accuracy, completeness, and compliance with current requirements
• Help clients understand application requirements, documentation needs, processing timelines, and next steps
• Prepare and organize passport and visa applications for processing
• Enter and maintain accurate client and application information in company systems
• Track active cases, processing deadlines, upcoming travel dates, and outstanding client documentation
• Provide timely status updates to clients throughout the process
• Update and maintain case statuses in the ETS internal Admin Panel, allowing clients to receive current passport and visa updates through our online system and ETS App
• Monitor cases as they progress and proactively update client-facing statuses at each stage
• Communicate with government agencies, consulates, couriers, and processing partners as needed
• Coordinate incoming and outgoing passports and other time-sensitive documents
• Prepare shipping labels, organize deliveries, and monitor document shipments
• Provide concierge-level service to our corporate clients, including coordinating passport and document pickups and deliveries
• Make occasional local trips to corporate client offices and other nearby locations for passport and document pickup or delivery
• Use your personal vehicle for authorized local business trips, with business mileage reimbursed
• Represent Express Travel Services professionally when visiting corporate client offices
• Process client payments and maintain accurate transaction records
• Maintain organized digital and physical client files
• Follow established procedures and checklists to ensure applications are processed accurately and efficiently
• Stay current on changing passport, visa, and consular requirements
• Maintain strict confidentiality and securely handle passports, identification documents, personally identifiable information (PII), and sensitive corporate information
• Assist with general office operations and administrative needs as needed
• Take ownership of assigned cases and responsibilities from beginning to completion

Who We're Looking For

You may be a great fit if you are:

Dependable. You show up, follow through, and understand that your teammates and our clients are counting on you.

Proud of your work. You care about the quality of what you produce and don't consider something finished simply because it's off your desk.

Extremely detail-oriented. You notice when something doesn't look right and take the extra step to investigate.

Organized. You can keep multiple applications, deadlines, shipments, emails, and client requests moving at the same time.

Accurate. You understand that speed matters, but getting it right matters more.

Proactive. As you learn our processes, you begin anticipating what needs to happen next instead of always waiting to be told.

Customer-focused. You're patient, helpful, and professional, including when assisting travelers who may be stressed about an upcoming trip or deadline.

Professional. You're comfortable representing ETS with executives, corporate clients, individual travelers, government offices, and processing partners.

A strong communicator. You're comfortable communicating professionally by phone, email, and in person.

Tech-comfortable. You can confidently work across web-based systems, email, PDFs, shared files, internal systems, and standard office software.

Resourceful. When something doesn't make sense, you ask questions, investigate, and work toward a solution rather than simply letting it sit.

A team player. We're a small company. Everyone pitches in, and you're willing to help where needed.

Eager to learn. Passport and visa requirements change frequently. You'll be expected to continually learn and build your expertise.

Qualifications

• 1 year of experience in customer service, office administration, travel, hospitality, operations, document processing, or a similar environment preferred
• Strong written and verbal communication skills
• Excellent attention to detail and commitment to accuracy
• Strong organizational and time-management skills
• Ability to manage multiple priorities and time-sensitive deadlines
• Strong computer and data-entry skills with the ability to learn new systems
• Ability to communicate professionally with both individual and corporate clients
• Ability to handle confidential information and sensitive original documents responsibly
• Valid driver's license and reliable personal transportation for occasional local business trips
• Ability to work reliably and consistently on-site at our San Diego office

Previous experience with passports, visas, international travel, consular services, or document processing is a plus, but it is not required. We will train the right person.

Compensation & Schedule

$20.00–$23.00 per hour, depending on experience

Full-time

On-site – San Diego, California

Authorized business mileage for local client pickups and deliveries is reimbursed.

Why Join Express Travel Services?

We're a small, established company entering an exciting period of growth.

That means your work won't disappear into a large corporate structure. You'll learn the passport and visa business firsthand, work closely with company leadership, build expertise in international travel documentation, and have the opportunity to take on additional responsibility as the company grows.

Our clients trust us with important trips, business travel, original passports, and time-sensitive situations. We take that responsibility seriously — while also creating a supportive environment where people can learn, contribute, and grow.

We're looking for someone who wants to work hard, learn, contribute, and take pride in being part of what we're building.

If you're organized, dependable, detail-oriented, and genuinely enjoy helping people get where they need to go, we'd love to hear from you.

Equal Opportunity Employer

Express Travel Services, Inc. is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, gender, national origin, age, disability, veteran status, or any other characteristic protected by applicable law.