Job Overview

We are seeking a dynamic and friendly Receptionist/Administrator to join our team and serve as the welcoming face of our practice. In this vital role, you will manage front desk operations, coordinate administrative tasks, and ensure a smooth flow of daily activities within our dental or medical office.

Responsibilities

- Greet clients and visitors professionally and direct them to the appropriate staff member.
- Answer, screen and forward telephone calls, emails and general inquiries.
- Schedule and confirm consultations, appointments, follow-ups and staff meetings.
- Collect basic client information and explain general office procedures without providing immigration advice.
- Create and maintain electronic and paper client files using the office’s case-management system.
- Request, receive, organize and track documents provided by clients.
- Scan, photocopy, print, label, upload and file correspondence and supporting documents.
- Review files for basic administrative completeness using established checklists and notify the assigned caseworker of missing items.
- Draft routine emails, appointment confirmations, document-request letters and other administrative correspondence.
- Update client contact information, appointment notes, file statuses and internal tracking records.
- Monitor shared inboxes, calendars,



incoming mail and courier deliveries.
- Receive payments, issue receipts and maintain accurate transaction records, where assigned.
- Assist with invoicing, data entry, office supply orders and other routine administrative tasks.
- Protect confidential personal information and follow the office’s privacy and document-security procedures.
- Communicate with clients courteously and provide timely administrative updates.
- Provide general support to immigration consultants, caseworkers and management.
- Perform other administrative duties as required.

Qualifications

- Previous experience in reception, customer service or an administrative position is preferred.
- Strong verbal and written communication skills in English.
- Fluency in Punjabi, Hindi or another additional language is an asset.
- Proficiency with Microsoft Office, email, online calendars and general office software.
- Strong data-entry, document-management and record-keeping skills.
- Ability to organize and prioritize multiple tasks while meeting deadlines.
- Excellent attention to detail and accuracy when handling client information and documents.

Pay: $18.00-$20.00 per hour

Benefits:

- In office parking
- Paid time off

Work Location: In person

📌 Receptionist/Administrator (Canada)
🏢 SeaLink Immigration Services
📍 Canada