Relocation coordinator - Serbia

POSITION TITLE: Relocation Coordinator


DEPARTMENT NAME: Mobility Services


REPORTS TO: Regional Manager Mobility services - Balkan, EE, CA & Azerbaijan


WORK LOCATION: Belgrade, Serbia


 


POSITION PURPOSE:  The Move One Relocation Coordinator  is the senior member of the relocation team and is the primary point of accountability for Move One's relocation clients in their assigned destination:


 


RESPONSIBILITIES/DUTIES/FUNCTIONS TASKS: 


Conducting bi-monthly staff meetings covering scheduling, training updates, and operational reminders, with RM and relocation consultant, including phone meetings with any consultants in other cities;


Collecting feedback on the vendors and reporting to the Regional Manager of any service issues arising from those feedback reports;


Meeting, as required, with representatives of the preferred vendors to ensure a positive working relationship; Coordination of vendor's work and activities


Insuring that relocation templates, information inV3 and on Move One website is always up to date;


Monitoring the holiday scheduling of relocation assignments to avoid staffing shortages;


Assigning locally booked relocation services ;


Immediately advising the client of any service related complaints, issues or challenges;


Immediately notifying the Regional Manager of any service issues or escalations brought to their attention by  an client;  


Supporting the Consultant with guidance, advice, and training during the service;


Monitoring the Consultant’s reporting in V3;


Supporting local business development staff by attending meetings with potential clients as required;


Creating and submitting operational reports and updates as required by the Regional Manager


Supporting AR staff with the pursuit of any client invoices over 30 days past due;


Confirming receipt of client requests for rates or immigration and  destination information on the day received;


Responding to client requests for rates or immigration and destination information within one business day.


Representing Move One at expat events in their location as needed;


Work effectively as a team contributor on all assignments;


Interact professionally with other employees, customers and suppliers;


Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations;


Perform quality work within deadlines with or without direct supervision;


Contacting the assignee and clearly explaining the service to be provided and any related procedures and time lines;


Verification of answers initial questions and identification of the applicable full procedure.


Verification of special needs, interests, or requirements with the assignee, customer and HR manager, before and during the immigration service;


Provide clear guidance on the procedure, requirements, time lines, and documents required for the process with indication who provides documents, what format and specific requirements for documents.


Discussing and confirming service needs, interests and requirements with the Assignee and establishing the “Service Key”;


Provide field work whenever required (authority visits and similar)


Work with real estate agents as and when appropriate to ensure the properties selected meet the budget and requirements         of the Assignee and that appointments run to schedule;


Ensure knowledge of any client specific policies and service requirements. Completing any client forms related to the service;


Act as a  subject matter expert in terms of local area in respect of housing, schooling, recreational and leisure amenities etc.;


Maintaining consistent contact with the assignee, customer and HR Manager throughout the service;


Recording vital service related information in V3 daily by completing comments, statuses, time-tracker, costs other fields;


Verification of answers initial questions and identification of the applicable full procedure.


Verification of special needs, interests, or requirements with the assignee, customer and HR manager, before and during the immigration service;


Immediately notifying Regional manager of any issues or challenges that may arise during a relocation service and documenting the issues/challenges in V3 and placing the service alert;


Maintaining regular communications with the local immigration/labour authorities and remaining up to date on the immigration and  labour regulations related to foreigners in their location; Reading regularly press and orders with information connected with immigration procedures. Updating manager on any changes in the related law;


Maintaining up-to-date knowledge and awareness of their destination city by reading expat websites and publications; Updating manager / Coordinator on any changes related;


Completing any client forms related to the service;


Assisting with any surveys or requests for immigration related information for their destination.


Work effectively as a team contributor on all assignments;


Interact professionally with other employees, customers and suppliers;


Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations;


Perform quality work within deadlines with or without direct supervision;


Obtaining invoices, acts, SF from vendors, arranging payments to vendors ( sending requests to accounting team for payment arrangements, providing job numbers, obtaining acts, sf from vendors)


Providing cash reports to accounting with job numbers on the forms required by employer


Coordination of trips of in-house courier


Other duties as assigned.