Expat Service Coordinator

As an Expat Service Coordinator at PeopleWise Vietnam, you will work closely with the Staffing Operation team to support foreign employees (expats) in Vietnam with legal documentation and administrative procedures, including Visa, Work Permit, and Temporary Residence Card (TRC) applications. The role serves as a key liaison between Staffing Services clients, foreign employees, and relevant government authorities, ensuring all procedures are processed accurately, on time, and in full compliance with Vietnamese regulations.

Location: Ho Chi Minh City, Vietnam

Job Responsibilities

Visa, Work Permit & TRC Processing:

• Advise clients and foreign employees on required documents, procedures, and timelines for Visa, Work Permit, and TRC applications.
• Prepare, review, and submit application dossiers to the relevant authorities, ensuring accuracy and completeness.
• Track application progress, follow up with authorities, and proactively resolve issues or requests for additional documents.
• Update clients and foreign employees on application status and next steps in a timely manner.
• Maintain accurate records and tracking systems for all cases, including expiry and renewal dates, and proactively notify clients/foreign employees of upcoming deadlines.
• Organize and securely store all dossiers and documentation in compliance with company and legal record-keeping requirements; prepare regular case-status reports for the Line Manager and clients.

Government & Authority Relations:

• Build and maintain good working relationships with the Department of Home Affairs, Immigration Department, and other relevant government agencies to facilitate smooth processing.
• Stay up to date with changes in immigration and labor regulations affecting foreign employees, and advise the team/clients accordingly.
• Represent the company when working directly with authorities on application-related matters.

Advisory & Client Support:

• Provide guidance on complex or non-routine cases that require escalation or special handling beyond standard Visa/WP/TRC procedures.
• Coordinate closely with the Line Manager and internal team on case handling, prioritization, and service quality.

Additional Expat Support Services:

• Provide guidance to foreign employees on other settling-in matters as needed (e.g., bank account setup, health insurance registration, local administrative procedures).
• Coordinate with internal teams or external partners to support expats with ancillary services requested by clients.
• Assist with translation/interpretation support for foreign employees when liaising with local authorities, as needed.
• Other tasks assigned depending on project workload.

Job Requirements

• Educational Qualification: Bachelor’s degree in Law, Business Administration, or a related field; strong hands-on Visa/Work Permit experience may substitute for a related degree.
• Industry Knowledge: Experience at a Visa/Work Permit agency strongly preferred (a plus if hands-on with dossiers); experience at a foreign company handling Work Permits also considered. Good relationships with the Department of Home Affairs and Immigration Department are a strong advantage.
• Organization & Administration: Able to manage multiple cases, track deadlines, and maintain accurate records and documentation.
• Communication Skills: Strong verbal and written communication skills to advise clients/foreign employees and liaise with authorities.
• Presentation & Language Skills: Intermediate to upper-intermediate English, both written and spoken; good interpersonal skills.
• Attention to Detail: Accurate and efficient while handling multiple cases in a fast-paced environment.

If you possess the required skills and experience and are ready to significantly contribute to the dynamic team, we warmly welcome your application at quyen.tran@peoplewise.vn or hr@peoplewise.vn.

About PeopleWise Vietnam:

PeopleWise Vietnam is founded on the belief that people are at the core of organizational success. We provide comprehensive human resources consulting services to partners worldwide, including Executive Search and Talent Acquisition Solutions, Staffing Management Solutions, and People & Organizational Consulting Services.

We are proud to work with multinational corporations as well as leading local and foreign-invested enterprises, helping them build high-performing teams and achieve sustainable business growth. Our commitment is to deliver high-quality, cost-effective people solutions that create lasting competitive advantages and long-term value for both our clients and candidates.

To help you explore even more career opportunities, we invite you to join PeopleHays, our career platform, at https://peoplehays.com.

To learn more about PeopleWise Vietnam and our services, please visit https://peoplewise.vn/.