J-1 Visa Office Administrator Jobs
Office Administrator roles in the U.S. are accessible to exchange visitors through the J-1 Trainee or Intern program categories, depending on your career stage. Securing sponsorship requires a designated sponsor organization to issue your DS-2019 and approve a formal training plan tied to your administrative specialization.
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Get Access To All JobsJob Summary
The Maintenance Administrator Summer Intern will support the Facilities team with administrative, operational, and project coordination tasks to ensure the efficient operation of company buildings and infrastructure. This internship provides hands-on exposure to facility management, vendor coordination, preventative maintenance planning, and capital project tracking within a fast-paced operational environment.
Primary Duties & Responsibilities
- Assist with tracking facility work orders, maintenance requests, and service tickets.
- Support the planning and documentation of preventative maintenance activities for building systems (HVAC, electrical, plumbing, life safety).
- Maintain and update facility documentation, SOPs, and equipment records.
- Help coordinate contractors, vendors, and service providers for scheduled maintenance and facility repairs.
- Assist with capital project documentation, schedules, and budget tracking.
- Support safety inspections, compliance documentation, and facility audits.
- Participate in facility walkthroughs and site inspections to identify maintenance needs.
- Assist with inventory tracking for facility supplies and equipment.
- Help prepare reports and presentations related to facility operations and projects.
- Provide general administrative support to the Facilities team.
Education & Experience
Education Level Required: Associates
- Experience with project tracking or maintenance management systems (CMMS).
- Strong analytical and problem-solving skills.
Skills & Other Requirements
- Excellent written and verbal communication.
- Team-oriented but able to work independently when needed.
- Adaptable and eager to learn in a fast-paced environment.
- Attention to detail and time management.
- Internship Duration: 10 – 14 weeks.
At Coherent, interns are valued members of our team and have the opportunity to make meaningful contributions from day one. In addition to hands-on project experience, our internship program includes opportunities to connect with fellow interns and colleagues across the organization through virtual and in-person networking events, team-building activities and more. Interns are expected to actively participate in these events as part of their professional development and to fully immerse themselves in our collaborative and innovative culture.
Working Conditions
This role will be based on-site in [Insert work location]. Regular use of a computer and other office equipment is necessary.
Physical Requirements
- Sitting for extended periods while working on a computer or in meetings.
- Use of hands and fingers for typing, writing, and handling documents.
- Occasional lifting of objects or materials up to 20 pounds for administrative tasks.
- Ability to communicate verbally and in writing.
Safety Requirements
All employees are required to follow the site EHS procedures and Coherent Corp. EHS standards.
Quality & Environmental Responsibilities
Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.
Culture Commitment
Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:
- Integrity – Create an Environment of Trust
- Collaboration – Innovate Through the Sharing of Ideas
- Accountability – Own the Process and the Outcome
- Respect – Recognize the Value in Everyone
- Enthusiasm – Find a Sense of Purpose in Work
Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
If you need assistance or an accommodation due to a disability, you may contact us at talentacquisition@coherent.com.
About us
Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard-work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!
Note to recruiters and employment agencies: We will not pay for unsolicited resumes from recruiters and employment agencies unless we have a signed agreement and have required assistance, in writing, for a specific opening.
Job Summary
The Maintenance Administrator Summer Intern will support the Facilities team with administrative, operational, and project coordination tasks to ensure the efficient operation of company buildings and infrastructure. This internship provides hands-on exposure to facility management, vendor coordination, preventative maintenance planning, and capital project tracking within a fast-paced operational environment.
Primary Duties & Responsibilities
- Assist with tracking facility work orders, maintenance requests, and service tickets.
- Support the planning and documentation of preventative maintenance activities for building systems (HVAC, electrical, plumbing, life safety).
- Maintain and update facility documentation, SOPs, and equipment records.
- Help coordinate contractors, vendors, and service providers for scheduled maintenance and facility repairs.
- Assist with capital project documentation, schedules, and budget tracking.
- Support safety inspections, compliance documentation, and facility audits.
- Participate in facility walkthroughs and site inspections to identify maintenance needs.
- Assist with inventory tracking for facility supplies and equipment.
- Help prepare reports and presentations related to facility operations and projects.
- Provide general administrative support to the Facilities team.
Education & Experience
Education Level Required: Associates
- Experience with project tracking or maintenance management systems (CMMS).
- Strong analytical and problem-solving skills.
Skills & Other Requirements
- Excellent written and verbal communication.
- Team-oriented but able to work independently when needed.
- Adaptable and eager to learn in a fast-paced environment.
- Attention to detail and time management.
- Internship Duration: 10 – 14 weeks.
At Coherent, interns are valued members of our team and have the opportunity to make meaningful contributions from day one. In addition to hands-on project experience, our internship program includes opportunities to connect with fellow interns and colleagues across the organization through virtual and in-person networking events, team-building activities and more. Interns are expected to actively participate in these events as part of their professional development and to fully immerse themselves in our collaborative and innovative culture.
Working Conditions
This role will be based on-site in [Insert work location]. Regular use of a computer and other office equipment is necessary.
Physical Requirements
- Sitting for extended periods while working on a computer or in meetings.
- Use of hands and fingers for typing, writing, and handling documents.
- Occasional lifting of objects or materials up to 20 pounds for administrative tasks.
- Ability to communicate verbally and in writing.
Safety Requirements
All employees are required to follow the site EHS procedures and Coherent Corp. EHS standards.
Quality & Environmental Responsibilities
Depending on location, this position may be responsible for the execution and maintenance of the ISO 9000, 9001, 14001 and/or other applicable standards that may apply to the relevant roles and responsibilities within the Quality Management System and Environmental Management System.
Culture Commitment
Ensure adherence to company’s values (ICARE) in all aspects of your position at Coherent Corp.:
- Integrity – Create an Environment of Trust
- Collaboration – Innovate Through the Sharing of Ideas
- Accountability – Own the Process and the Outcome
- Respect – Recognize the Value in Everyone
- Enthusiasm – Find a Sense of Purpose in Work
Coherent Corp. is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected Veteran status, age, or any other characteristic protected by law.
If you need assistance or an accommodation due to a disability, you may contact us at talentacquisition@coherent.com.
About us
Coherent is a global leader in lasers, engineered materials and networking components. We are a vertically integrated manufacturing company that develops innovative products for diversified applications in the industrial, optical communications, military, life sciences, semiconductor equipment, and consumer markets. Coherent provides a comprehensive career development platform within an environment that challenges employees to perform at their best, while rewarding excellence and hard-work through a competitive compensation program. It's an exciting opportunity to work for a company that offers stability, longevity and growth. Come Join Us!
Note to recruiters and employment agencies: We will not pay for unsolicited resumes from recruiters and employment agencies unless we have a signed agreement and have required assistance, in writing, for a specific opening.
See all 57+ Office Administrator jobs
Sign up for free to unlock all listings, filter by visa type, and get alerts for new Office Administrator roles.
Get Access To All JobsTips for Finding J-1 Visa Sponsorship as an Office Administrator
Align your CV to training plan language
Your DS-2019 training plan must map your administrative skills to specific learning objectives. Reframe your CV around competencies like records management, scheduling systems, and office operations so designated sponsors can build a compliant plan around your background.
Distinguish Intern from Trainee eligibility early
The Intern category requires current enrollment in a degree program. If you've graduated within 12 months, you qualify as a Trainee instead. Applying under the wrong category triggers rejection from designated sponsors before you ever reach a host employer.
Target host employers with structured administrative departments
J-1 training plans require measurable skill progression, which is easier to document in organizations with defined administrative hierarchies. Corporate headquarters, hospital administrative offices, and university operations departments are structured environments that satisfy designated sponsor compliance reviews.
Search for J-1-compatible roles using Migrate Mate
Filter your Office Administrator job search by employers who have hosted J-1 exchange visitors before. Migrate Mate surfaces roles at organizations with J-1 hosting history, shortcutting the process of identifying which employers understand the designated sponsor and DS-2019 model.
Confirm the host employer will sign a training agreement
Before accepting an offer, ask the employer to confirm they'll execute a formal training plan with your designated sponsor. Employers unfamiliar with J-1 sometimes confuse it with direct H-1B sponsorship and decline when they learn a third-party sponsor organization is involved.
Check whether your role triggers the two-year home residency requirement
Office Administrator positions funded by your home government or tied to skills on the Exchange Visitor Skills List can trigger a two-year home residency requirement. Verify your country's Skills List status with the State Department before committing to a host employer offer.
Office Administrator jobs are hiring across the US. Find yours.
Find Office Administrator JobsOffice Administrator J-1 Visa: Frequently Asked Questions
Which J-1 program category applies to Office Administrator positions?
Current university or college students typically use the J-1 Intern category, which allows up to 12 months of practical training in a field related to their studies. Recent graduates and early-career professionals who completed their degree more than 12 months ago use the Trainee category instead, which permits up to 18 months. Your career stage, not your job title, determines which category applies.
Who actually sponsors the J-1 visa for an Office Administrator role?
Your J-1 visa sponsor is a U.S. Department of State-designated organization, such as CIEE, Cultural Vistas, or AIPT, not your employer. The employer is the host organization where you work and train. The designated sponsor issues your DS-2019, reviews and approves your training plan, and monitors compliance throughout your program. Conflating the host employer with the visa sponsor is one of the most common misunderstandings that delays placements.
What does a J-1 training plan for an Office Administrator need to include?
Designated sponsors require a structured training plan, typically on Form DS-7002, that breaks your placement into phases with specific administrative skills, learning objectives, and supervision details for each phase. For Office Administrator roles, this usually covers areas like document management, calendar and communications systems, procurement processes, and office operations. Vague plans that simply list duties without measurable goals are routinely rejected by sponsors during the review stage.
How do I find U.S. employers open to hosting a J-1 Office Administrator?
Most employers don't advertise J-1 hosting explicitly, which makes standard job board searches unreliable for this visa category. Migrate Mate lets you search for Office Administrator roles at organizations with documented J-1 hosting experience, so you can focus your applications on employers who already understand the designated sponsor process and are unlikely to withdraw an offer once they learn a third-party sponsor organization is involved.
Can the two-year home residency requirement affect an Office Administrator J-1 placement?
Yes. If your home country lists office administration or business management skills on the State Department's Exchange Visitor Skills List, or if your program is government-funded, you may be subject to a two-year home residency requirement after your J-1 ends. This bars you from changing to H-1B, L-1, or permanent resident status in the U.S. until you fulfill the requirement or obtain a waiver. Verify your exposure before accepting a host employer offer.
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