Immigration & Relocation Case Manager

Roots Global is a fast-growing relocation and immigration company helping individuals and families move to Europe with clarity, confidence, and end-to-end support. We combine strong legal oversight with operational execution, removing friction from complex immigration processes and delivering a consistently high client experience.

In Spain , our Legal Ops team runs a high-performance immigration engine that turns signed contracts into submission-ready cases—fast, clean, and compliant with Spanish immigration and administrative requirements.

About the Role We are looking for a Case Owner (Spain) who takes pride in speed, precision, and keeping files moving.
You will own client activation, document collection, and administrative execution for Spain-based cases. Working within a structured Legal Ops team, you will ensure that by the time a file reaches Legal Review, it is complete, organised, and ready for submission to the relevant Spanish authorities.

What You Will Do

1) Client Activation and Momentum Own the period between “Contract Signed” and “Ready-File” , ensuring onboarding forms are completed and initial documentation is uploaded correctly.
Run consistent, structured follow-ups to collect missing documents and prevent stalled cases.
Track document validity and expiration (passports, criminal records, medical certificates, apostilles) and proactively alert clients before issues become blockers.
Proactively identify add-on services aligned with the client’s situation and timeline (e.g. NIE, padrón, Social Security registration, family reunification, renewals), avoiding scope gaps and delays.
Translate Spanish immigration requirements into clear, client-friendly guidance using internal playbooks and templates.
Maintain clean, submission-ready files by validating documentation quality, ensuring correct translations and apostilles, preparing compliant bundles for Legal Review, and keeping case trackers updated in real time.

2) Execution and Administrative Delivery Execute core Spanish administrative services end-to-end, including:
NIE/TIE coordination
Empadronamiento (padrón)
Social Security (Seguridad Social) registration
Spanish bank account setup
Submit and monitor appointment workflows with Extranjería, Policía Nacional, Consulates, and BLS/VFS where applicable.
Log appointment outcomes, manage re-bookings, and handle re-submissions when required.
Coordinate Spain-based logistics when needed (courier shipments, document collection from partners, in-person appointment support).

Nice to Have (Strong Advantage) Prior experience with Spain visa, residency, and/or citizenship cases (highly differentiating).
Strong CRM and case tracker discipline (e.g. Pipedrive, Notion, Airtable) with clear documentation and follow-up workflows.
Familiarity with Spanish administrative processes: NIE, padrón, Seguridad Social, bank onboarding , and regional Extranjería nuances.

Who You Are Fluent in English and Spanish (written and spoken).
Highly organised and execution-driven; you assign deadlines and close loops.
Comfortable working with Google Workspace, CRMs, and learning new portals quickly.
Calm and resilient in bureaucratic environments; professional and courteous under pressure.
Discreet and trustworthy with sensitive personal and financial data.
Quality-focused; able to follow strict standards and deliver consistent, compliant outputs.

The Offer Full-time contractor role with stable monthly compensation for a professional who values autonomy and ownership.
Growth potential within a rapidly expanding European immigration operation.

How to Apply Send your CV and a short cover email to maria@rootsglobal.com
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To confirm attention to detail, please start your email with the code phrase: “ready-File” .