Job Description

Operations Coordinator

Johannesburg

12 months

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

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 you 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. We believe that our differences make us stronger.

About the team:

Based in Johannesburg, you will support and report to the team in Amsterdam. This dynamic group values diversity, collaboration, and open communication. With a strong international focus, the team works seamlessly across borders, delivering high-quality service to clients. You'll be fully integrated into their daily activities, benefiting from a truly global and inclusive work environment.

About the role:
The Operations Coordinator plays a crucial role in ensuring the accuracy and efficiency of the billing process. This position is responsible for managing cases at the billable step, identifying and resolving billing issues, analyzing billing trends, and providing insights and solutions to senior management and Partner. The ideal candidate will have a keen eye for detail, strong analytical skills, and the ability to manage administrative tasks effectively.

Key Responsibilities:

Billing Process Management:
Oversee the billing process from the billable step to the final billing and case closure.
Ensure all billable services and disbursements are accurately captured and invoiced in a timely manner.
Maintain thorough documentation of all billing activities and communications.
Issue Identification and Resolution:
Identify and investigate billing discrepancies and issues.
Develop and implement effective solutions to resolve billing problems.
Collaborate with relevant departments to address and rectify billing errors / voids / rejections.
Trend Analysis and Reporting:
Monitor and analyze billing trends to identify patterns or recurring issues.
Prepare and present detailed billing trends analysis reports to senior management.
Recommend process improvements based on analysis to enhance billing opportunities, efficiency, and accuracy.
Client Billing Management:
Review client billing information to ensure accuracy and compliance with service agreements.
Communicate with caseworker or clients to clarify billing details and resolve any discrepancies.
Provide prompt, professional, accurate administrative oversight of cases once billable step is reached.
Administrative Responsibilities:
Manage the administrative tasks associated with transitioning cases from billable to billed and closed.
Maintain organized and up-to-date billing records and files.
Assist in the preparation and distribution of billing statements and invoices.

About you:

You are a highly skilled and organized professional with a strong foundation in accounting, finance, or business administration. You excel in analyzing problems, communicating effectively, and working both independently and within a team in a dynamic environment.

Also required:

Bachelor’s degree in accounting, Finance, Business Administration, or a related field, or equivalent experience.
Strong understanding of Fragomen’s billing processes and client protocols.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
Excellent analytical, problem-solving, and organizational skills with strong attention to detail and accuracy.
Effective communication and interpersonal skills, with a professional tone in both verbal and written communication.
Ability to work as an individual contributor while actively engaging with the case team in a multi-jurisdictional setting.

Fragomen in Johannesburg:
Fragomen's Johannesburg office is a key hub for immigration services in Africa, providing comprehensive support to clients navigating the complex immigration landscape across the continent. Specializing in regional and international mobility, the Johannesburg team offers expert guidance on visa applications, work permits, and compliance with local immigration laws. As part of Fragomen’s global network, the Johannesburg office is committed to delivering tailored solutions that meet the unique needs of businesses and individuals in the region.

Whether in the office or working remotely, 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”) prioritizes Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.

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.

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Operations Coordinator