Apostille Manager

🌍 Remote

Translayte helps individuals and businesses access professional translation services worldwide, and we’re looking for an organised, proactive Apostille Manager to oversee our apostille and document legalisation cases

You’ll manage cases from order confirmation to final delivery, coordinate external providers and support the apostille team to deliver an accurate, efficient and customer-focused service

What you’ll do

• Manage cases from start to finish — Review documents, confirm requirements, pricing and turnaround times, and oversee each case through to delivery
• Coordinate authorities and providers — Work with authorities, notaries, couriers and external partners to progress cases and meet agreed deadlines
• Keep customers informed — Provide clear, proactive updates at key stages, explain next steps and manage expectations around delays
• Monitor deadlines, costs and risks — Track case progress, identify potential issues early and escalate delays or high-risk cases promptly
• Maintain accurate records — Keep case documents, submission details, costs and tracking information complete and up to date
• Manage provider performance — Monitor quality, cost and turnaround times, address service issues and support the apostille team with operational guidance
• Collaborate across teams — Work with customer support, project management, sales and finance to resolve issues and ensure smooth handovers
• Improve processes and automation — Develop SOPs and checklists, reduce manual work and implement improvements that minimise errors, refunds, resubmissions and unnecessary costs
• Keep procedures current — Verify changing legalisation requirements and update internal processes and guidance accordingly
• Report on service performance — Provide accurate reporting on case volumes, delays, provider performance and customer issues, with practical recommendations for improvement

What success looks like

• 90–95% of cases completed within agreed timeframes
• At least 95% case accuracy, with minimal preventable errors or rework
• Proactive customer updates at key stages and within the agreed 48-business-hour standard
• Complete and accurate case records
• Delays and high-risk cases escalated within one business day
• Reduced complaints, refunds, resubmissions and avoidable costs
• Consistent monitoring of provider quality, cost and turnaround times
• At least one measurable process improvement implemented each quarter

What we’re looking for

• Previous experience in apostille, document legalisation, consular services or closely related document processing
• Practical knowledge of how requirements vary by issuing country, destination country and document type
• Strong organisational skills and the ability to manage multiple cases and deadlines independently
• Excellent written and spoken English, with confidence explaining detailed processes clearly
• Experience coordinating external providers, authorities and couriers
• Strong attention to detail and a responsible approach to handling confidential information and original documents
• Confidence tracking costs, maintaining case records and reporting on performance
• The ability to support colleagues, resolve operational problems and improve ways of working
• Experience using case management tools, spreadsheets or CRM systems in a remote environment

How to apply

Apply through Wellfound with your CV and a brief overview of your apostille or legalisation experience, including the countries and document types you’ve worked with and an example of a complex case or process improvement you’ve managed

Starting Salary ZAR10,000 - ZAR14,000 Depending on experience