Personnel Logistics Analyst

About Us

Airswift is the leading workforce solutions provider to the STEM industries. For over 40 years, Airswift has been transforming lives through the provision of international workforce solutions to STEM industries. Today, we are an integrated team of over 900 employees across 37 countries, supporting over 8,000 contractors globally.

We are a people business – we transform lives through the world of work. We care about wellbeing, community engagement, and our planet – we plant a tree for every person placed in a job globally We have a passion for growth, including investing in the development of our people.

We support professionals looking for jobs with exceptional firms in the technology, construction, and engineering sectors.

Role Description
Service Consultants are responsible for supporting Contractors and Assignees throughout their assignment from on-boarding to off-boarding. This includes all pre-access requirements, logistics, immigration, document recording, tracking of recharges, and ongoing support to queries. This position requires skills that are not only transactional but focus on the needs of the end-user and their impact on the overall business.

The Service Consultant is responsible for managing the onboarding, ongoing service requests, and offboarding of the contractor base assigned to them. In this role, they will also develop key relationships with internal stakeholders, including but not limited to the payroll team, sales team, recruitment team, and account management teams.

Work closely with the Client Service Director and Service Director to understand and deliver to the needs of the client, contractors, and assignees promptly.

Principle Accountabilities:

• Execute all Visa, Immigration, and Logistics Services, ensuring that the process runs smoothly.
• Ensure all relevant visa and immigration documents are received within the time limit set by the government.
• Attend meetings with clients to educate them on the immigration process and risk.
• Assess proposed job duties and recommend appropriate visa classifications for potential candidates or travellers.
• Provide weekly updates to personnel throughout the mobilisation process via telephone and email.
• Take full responsibility for all Immigration issues and operations, remaining up to date with any changes to legislation.
• Monitor visa and work permit expiration dates and renew as required, and begin the renewal process in time to allow sufficient renewal time.

• Ensure the existing travel and hospitality programs of our end clients are met while evolving each program to suit the current and future needs of our clients and contractors.
• Work on all the arrangements of flights and other logistics relating to business travel for contractors – nationals from Brazil and Expats in Latam.
• Function as the key point of contact for all global relocations and international assignments as well as domestic and expatriate immigration matters.
• Manage all life cycle processes for global relocations and international assignments.
• Integrate with the Service Team to understand the needs and issues associated with contractor travel management.

• Send the welcome e-mail to each hire.
• Schedule appropriate pre-employment screenings and background checks, along with internal and external safety training as needed.
• Ensure placements follow the correct QC process.
• Draft, issue, and ensure signature of the assignment contract before start-date.
• Collect next of kin, personal contact details, and payroll details for the candidate.
• Communicate onboarding progress to the placement owner.
• Where needed, liaise with the end client regarding progress/queries with onboarding.
• Manage any visa, travel, or logistics involved in the mobilisation.
• Create and manage the Airswift recharge system for each cost incurred on behalf of a client/contractor.
• Enroll contractor in medical insurance cover as required/agreed & ensure this is recorded correctly in the Candidate Management System.

• 6 weekly calls & missing timesheet reminders to contractors.
• Order PPE as required by the client and issue to the contractor as needed.
• Track visa expiry & update as required.
• Apply for visas/visa renewals as required.
• Manage ongoing placement travel and accommodation support.
• Cover regular rotational requirements, but also ad hoc business trips.
• Track and manage expiring BG checks, FTW checks, D&A checks etc.
• Ensure completion & compliance with any client/project/site specific training.
• Handle any ad-hoc client or contractor requests or needs.
• Send Birthday/Anniversary emails to active contractors.
• Create and manage the Airswift recharge system for each cost incurred on behalf of a client/contractor.
• Support the CSM team with any client audits as needed.

• Facilitate the return of any company equipment/tools/etc.
• Ensure the contractor is closed out via the Candidate Management System and termination notice is served.
• Collect resumes for all leavers where possible.
• Manage end of assignment travel and logistics.
• Where necessary, cancel visa/tidy up in country end of assignment admin.
• Notify payroll of their last working day.
• Close out medical insurance (if the contractor received it).

Skills, Knowledge, and Experience:

• Excellent customer service, communication, and relationship building skills.
• Desirable proven work experience from a minimum of 3-5 years managing employment of individuals from onboarding to offboarding for at least over 100 employees – Nationals & Expats in Brazil.
• Proven experience managing logistics of personnel for a minimum of 5 years, i.e.: national and international flight booking, accommodation, ground transportation, apartment search, etc., for large groups (around 100 individuals).
• Desirable - understanding of Brazil's Employment rules for nationals.
• Previous work experience in Hotels – front office - and/or as Guest Relations and/or Travel Agencies and/or Human Resources where travel and immigration management of the employees was part of the responsibility and/or Offshore Logistics.
• Excellent Microsoft skills, in particular, Word & Excel, PPT, and PowerBi (desirable).
• Very organised, adept in time management and can demonstrate structure in thinking.
• Excellent attention to detail.
• Flexible attitude and ability to multi-task to service deliverables.
• Ability to document and deliver complex business processes.
• Able to work independently whilst managing competing priorities.
• University Graduation required.
• Fluent English required.
• Availability to work eventually on call (with payment of on call hours) as per Brazil Labor Law.

What we can offer you

• Attractive monthly base salary + competitive commission/performance bonus.
• Genuine career progression opportunities, either locally or globally
• World-class training programmes and development opportunities.
• Virtual Onboarding Events exclusively for new hires.
• Team driven environment, supportive culture with a focus on work-life balance.
• Career breaks available after one year.
• Real time recognition through our employee reward platform.
• Mental Health First Aiders to signpost you to support when you need it.
• Yearly destination trips as part of our High Flyers program (Dubai, Buenos Aires, etc…)
• Charity days for various important causes such as Relay for Life and Earth Day.

• Growth - In life and business, one must grow to flourish and achieve high ambitions. Growth requires change, challenge, risk, and sacrifice - we will always choose growth.
• Life – Above all else, we value life. The quality of life, both in and outside of work, profoundly influences our well-being and our impact on the world.
• Excellence - We deliver, holding ourselves accountable for results. Our customers see excellence in everything we do.
• Integrity - We are ethical, open, honest, and authentic. People trust us to do the right thing for the right reason.

Visit our website and social media to find out more