Office Administrator
2 days ago
We are seeking a highly organized and detail-oriented part time Office Administrator to join our immigration consultation business. The ideal candidate will be responsible for overseeing day-to-day office operations, managing administrative tasks, and providing direct support in handling immigration case files. This role requires excellent multitasking skills, strong attention to detail, and the ability to communicate effectively with clients and government agencies.
Key Responsibilities: Administrative Duties:
- Manage and oversee daily office operations, including answering phones, responding to emails, and greeting clients.
- Organize and maintain physical and electronic filing systems, ensuring documents are properly categorized and easy to retrieve.
- Schedule and confirm client appointments and manage the office calendar.
- Prepare and manage correspondence, reports, and other documentation.
- Handle office supply inventory and order necessary materials.
- Perform data entry, record keeping, and maintain confidentiality of sensitive client information.
Immigration Case Management:
- Assist in preparing and filing immigration applications, including permanent residency, sponsorships, work permits, study permits, visitor visas, and citizenship applications.
- Gather and review client information and supporting documents to ensure accuracy and completeness.
- Complete immigration forms, compile case files, and organize supporting documents.
- Ensure timely submission of applications and monitor deadlines.
- Draft cover letters, client correspondence, and legal forms under the supervision of the immigration consultant.
- Maintain and update client records and case management databases.
Client Relations & Support:
- Serve as the primary point of contact for client inquiries and provide timely updates on case progress.
- Communicate with clients to request missing documents and clarify information.
- Book and confirm client appointments for consultations and document submissions.
- Provide clear guidance to clients regarding documentation and process steps.
- Handle confidential client information with professionalism and discretion.
Required Qualifications:
- Education: Diploma or degree in Business Administration, Legal Studies, or a related field is preferred.
- Experience: Minimum 1-2 years of experience in office administration, preferably in an immigration or legal environment.
- Familiarity with Canadian immigration processes and forms (IRCC) is highly desirable.
- Proficiency in MS Office Suite (Word, Excel, Outlook) and case management software.
- Excellent written and verbal communication skills.
- Strong organizational skills with the ability to prioritize and meet deadlines.
- Detail-oriented with a high level of accuracy in data entry and document preparation.
- Ability to handle sensitive information with discretion and maintain client confidentiality.
Preferred Skills:
- Multilingual abilities (e.g., Urdu, Pashto, Persian) are an asset but not required.
- Knowledge of general office procedures and administrative best practices.
Job Types: Full-time, Part-time
Pay: From $1,500.00 per month
Benefits:
- On-site parking
- Work from home
Ability to commute/relocate:
- Toronto, ON M4H 1C3: reliably commute or plan to relocate before starting work (required)
Work Location: In person
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