Operational Support Team

Make Global Work Feel Borderless and Boundless
Vialto Partners is a market leader in global mobility services. Our purpose is to 'Connect the world'. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues.

Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work.

Working at Vialto Partners is about getting the chance to be part of a global and dynamic team. Globally, Vialto Partners has over 6,500 staff worldwide and continues to grow. You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients.

Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true selves and share their unique talents and expertise to positively impact the communities we serve.

To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry. You can also follow us on LinkedIn and Instagram .

Job Summary
We are seeking a candidate to join our Operational Support team, responsible for supporting the daily administrative business activities of Vialto Partners' Immigration Law team. This role requires 100% on-site presence at the designated Vialto Partners office.

Job Responsibilities

• Incoming Mail: Document contents, sort, scan, update work details in case management and data management systems, and distribute to legal staff as appropriate.
• Incoming Faxes: Monitor incoming faxes, document contents, and distribute to legal staff.
• Courier Preparation: Prepare waybills, track packages, and liaise with vendors to resolve shipment delays.
• Document Management: Print, photocopy, and scan immigration applications.
• Support Services Coordination: Collaborate with the internal Business Center for support services.
• Administrative Support: Assist with other administrative tasks and project-based work as required.
• Vendor Liaison: Communicate with external vendors regarding processes or issues (e.g., couriers, Canada Post, photocopiers).
• Office Facilities Management: Oversee office facilities, including maintenance and coordination with building management.
• Office Logistics: Assist with office logistics requests, such as phone line setups, IT peripherals, and internet connectivity.

Education and Professional Certification

• Minimum Requirement: High school diploma.
• Preferred: Post-secondary education or equivalent certification.

Work Experience

• 3 years of experience in an administrative role within a law firm or business support service center.
• Experience working in a high-volume, fast-paced environment is considered an asset.
• Familiarity with the Google Suite of products is preferred.

General Attributes

• Critical attributes of this position include: a positive, proactive "can do" attitude and excellent customer service, interpersonal and communication skills.
• Strong work ethic, discretion in handling confidential information and ability to prioritize and adapt to changing demands and deadlines.
• Must have strong organizational skills, meticulous follow-up and follow-through, good judgment and high attention to detail.
• Confidence in ability to work in an ever-changing work environment.

Communication / Interpersonal Skills

• Clearly communicates efficiently and professionally.
• Excellent discretion when dealing with sensitive information.
• Ability to negotiate and influence effectively.

Customer / Client Service

• Provides services according to predetermined requirements and quality standards.
• Escalates problems to team lead or manager if unable to resolve.
• Ability to take initiative and be very client service oriented.

Problem Solving / Judgment / Decision Making

• Excellent judgment and strong problem-solving skills, including a proactive approach to working with staff and clients at all levels while demonstrating flexibility.
• This position follows straightforward guidelines and established practices; major issues are deferred to the team lead or manager to resolve.

Travel Requirements

• None

Additional Information

• Employment Type: Regular, Full-Time
• Work Schedule: On-site, 5 days a week
• Office Location: First Canadian Place – 100 King Street West, Suite 4510 Toronto, ON M5X 1A9
• Compensation Range: $50,000 - $60,000 CAD

Equal Opportunity Employer: We do not discriminate based on any legally protected status.

Please note, AI is used as part of the application process.