Migration Admin Assistant— Visa Applications & Case Management

This is a remote position.

Migration Admin Assistant — Visa Applications & Case Management (Outlook, Excel, Migration Manager, Xero)

Remote | Philippines | Full-Time | Php 40,000/month, with a performance-based rate review after six months | 6:30 AM – 3:30 PM PHT, Mon–Fri (8:30 AM – 5:30 PM AEST) | Long-Term Remote Role

If you’re a high-performing admin or legal support professional who is detail-obsessed, speaks up with confidence, and is eager to learn a new industry on the job — and you want to work with a well-established Australian migration agency that values strategic impact over simple task completion — keep reading.

This isn’t a role for a “quiet task-taker” who waits to be told what to do next.

This is a focused, outcome-driven position where you’ll take the administrative load off a team of Registered Migration Agents, so every visa application is lodged complete, accurate and on time.

Why This Is a Dream Job

You’ll be working directly with the migration team of an established Australian immigration agency who:

• Trains You Properly: Teaches its systems and visa workflows through hands-on, collaborative training alongside experienced migration agents and case managers. You don’t need prior immigration experience.
  
• Values Your Growth: Gives you a dedicated Success Manager (CSM), monthly scorecards and quarterly reviews, plus a planned rate review at six months based on your performance.
  
• Respects Your Voice: Wants you to share your thinking, raise risks early and suggest better ways of working, including practical uses of AI tools.
  
• Builds Stability: Offers a long-term, ongoing role (not project-based), with room to grow as the team scales, including helping onboard future teammates.
  
• Gives You Daily Support Early On: Holds daily touchpoints with the Operations Leader in your first weeks before moving to a weekly check-in.
  

You’ll get career transformation, real exposure to the Australian immigration field, and the chance to grow from guided support to trusted case owner, without being stuck doing data entry with no path forward.

What You’ll Be Owning

This is a core operations support role covering application preparation, case management and client communication. You aren’t just filing documents; you’re the person who knows where every assigned case stands, catches gaps before an agent does, and keeps clients informed, while leaving all immigration advice and decisions to the authorised agents.

You’ll take the lead on:

• Application Package Preparation: Preparing and pre-checking visa application packages in Migration Manager against the agent’s checklist, so every package is complete and ready for agent review before the internal deadline.
  
• Case Control: Updating every case in Migration Manager and Microsoft Planner after each action, and making sure no case stalls without a logged next step.
  
• Deadline & Visa Expiry Tracking: Owning visa expiry reminders and lodgement deadlines across your caseload, with zero misses.
  
• Document & Payment Follow-ups: Chasing outstanding documents, information and payments without prompting, and keeping invoicing and service agreements current in Xero.
  
• Inbox & Client Communication: Managing the shared inbox and calls, answering client, agency and embassy emails on time, actioning urgent requests the same day, and escalating advice-related questions to the supervising agent.
  
• Drafting & Research: Drafting routine correspondence and supporting statements under agent supervision, and researching legislation and policy updates as directed.
  
• Process Improvement: Finding and implementing better templates, checklists, AI-assisted drafting and workflow changes that cut repetitive manual work for the team.
  

Requirements

This Role Is a Great Fit If You:

• Have Admin or Legal Support Experience: You’ve worked in paralegal, legal support or administrative support roles. This is an entry-level role suited to someone ready to be trained.
  
• Already Know Outlook and Excel: You use both confidently from day one without basic training. Migration Manager, Planner and Xero will be taught.
  
• Catch What Others Miss: You spot gaps and errors in documents and treat 100% accuracy as the standard, not a stretch goal.
  
• Juggle Deadlines Calmly: You keep many cases moving at once and prioritise without losing track.
  
• Speak Up and Take Initiative: You ask questions early, share your progress, and act without being asked.
  
• Know the Line: You understand that administration and immigration advice are different, and you escalate anything advice-related to the supervising agent.
  
• Handle Information with Discretion: You treat sensitive client details with strict confidentiality.
  
• Are High-Accountability: You don’t need to be chased for updates. You’re reliable, meet deadlines, and own your mistakes as much as your wins.
  
• Communicate with Confidence: You write and speak clear, professional English with clients, agencies, embassies and the team.
  
• Can Commit to the Schedule: You’re comfortable working remotely on Australian business hours, Monday to Friday.
  

Genuine differentiators (not requirements): Exposure to immigration law or Australian Department of Home Affairs processes; Xero or Migration Manager experience; using AI tools in everyday work.

What Success Looks Like

After 60–90 Days:

• Training Signed Off: You’ve completed on-the-job training in Migration Manager, Planner, Xero and core visa workflows, and work independently on routine tasks.
  
• Cases Keep Moving: Every assigned case is current in Migration Manager and Planner, follow-ups are tracked, and no case stalls without a next step.
  
• Deadlines Are Never Missed: Visa expiry reminders and deadlines go out on schedule, and risks are flagged before they become urgent.
  
• Clients Are Well Informed: The inbox is answered on time, urgent requests are handled the same day, and advice questions reach the right agent.
  
• Trust Is Earned: You’ve proposed at least one concrete process improvement, and the agents rely on you to run routine case work with light supervision.
  

Final Word

If you’ve ever thought:

“I’m organised, detail-focused and ready to grow. I just want a team that will train me properly, listen to my ideas and give me real ownership.” This is that role.

Let’s build long-term success — together.