Immigration Assistant

2 weeks ago

Leduc, Canada Kayl Immigration Services Inc. Full time

Kayl Immigration Services is seeking a highly organized and detail-oriented individual to join our team as an Administrative Assistant. As an Administrative Assistant, you will play a crucial role in providing essential support to our team of immigration professionals and ensuring the smooth operation of our office. This is a fantastic opportunity for someone who thrives in a fast-paced environment and enjoys working with a diverse range of clients.

**Responsibilities**:

- Answering Phone Calls: Serve as the first point of contact for clients, answering incoming calls, addressing inquiries, and directing calls to the appropriate team members.
- Appointment Booking: Schedule client appointments and maintain the calendar for our immigration professionals, ensuring efficient use of their time and prompt client service.
- Client Intake Assistance: Assist with client intake processes, collecting necessary documentation, and inputting client information accurately into our systems.
- Invoicing Clients: Generate and process client invoices, ensuring accuracy and timely delivery. Maintain records of payments received and follow up on outstanding balances as needed.
- Administrative Support: Provide general administrative support to the office, including managing and maintaining files and records, drafting correspondence, and organizing documents.
- Data Entry and Database Management: Enter client data into our immigration software systems, ensuring accuracy and completeness. Maintain and update client information in our databases.
- Office Supply Management: Monitor inventory of office supplies, place orders as needed, and ensure the availability of necessary materials for the smooth functioning of the office.
- Filing and Documentation: Organize and maintain physical and electronic files, ensuring confidentiality and easy retrieval of information when required.
- Ad hoc Administrative Tasks: Provide assistance with various administrative tasks as needed, such as preparing reports, conducting research, arranging travel, and coordinating meetings.

Qualifications:

- High school diploma or equivalent
- Excellent communication skills, both verbal and written.
- Strong organizational and time management skills with the ability to multitask and prioritize effectively.
- Proficiency in productivity software (GSuite and Microsoft Office) and familiarity with database systems.
- Attention to detail and high level of accuracy in data entry and documentation.
- Ability to maintain confidentiality and handle sensitive information.
- Strong interpersonal skills and the ability to work effectively with a diverse range of clients and team members.
- Professional and friendly demeanor with excellent customer service skills.

**Job Types**: Full-time, Permanent

**Salary**: $17.50-$19.00 per hour

**Benefits**:

- Casual dress
- On-site parking
- Paid time off

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Leduc, AB T9E 0R6: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative Assistant: 1 year (preferred)

**Language**:

- English (required)

Work Location: In person

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