Role Overview

We are seeking a proactive, detail-oriented Administrative Assistant to join our Richmond office.

This role combines general administrative support and customer services — ideal for someone who enjoys organization, communication, and being the first point of contact for clients and visitors.

The successful candidate will be bilingual in English and play a key role in maintaining smooth office operations and client communications.

Key Responsibilities:

Customer Service & Client Support

· Respond to client inquiries via email, phone, and online platforms in a professional and timely manner.

· Provide clear information regarding application processes, required documents, timelines, and next steps (non-legal guidance only).

· Assist walk-in clients and scheduled appointments with check-in procedures and basic information requests.

· Maintain a high level of customer care, empathy, and communication sensitivity for clients from diverse cultural backgrounds.

Administrative & Case Support

· Support immigration consultants with collecting, organizing, and reviewing client documents.

· Update client files, case notes, and communication logs in the CRM or internal database.

· Assist with preparing standard forms, templates, and checklists under consultant supervision.

· Monitor email inboxes and distribute messages to the correct teams or consultants.

· Schedule consultations, follow-up calls, and document submission appointments.

Client Care & Follow-Up

· Send reminders to clients about missing documents, deadlines, and upcoming appointments.

· Follow up on basic application status inquiries with internal team guidance.





· Provide updates to clients based on consultant instructions.

Other Duties

· Participate in internal training on immigration procedures, workflows, and new company policies.

· Assist in improving client service procedures, FAQs, and communication templates.

· Support company events, workshops, or webinars when required.

Qualifications:

· Fluency in English — spoken and written.

· Bilingual – English & Mandarin

· Must be legally eligible to work in Canada (Citizen, Permanent Resident, or valid Work Permit).

· Minimum 2 years of administrative or office support experience, including reception duties.

· Strong organizational and multitasking skills, with attention to detail.

· Excellent communication and customer service skills.

· Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

· Qualified appearance and attitude with a focus on teamwork and confidentiality.

· Bilingual in Pilipino is an asset.

Additional Requirement

As part of our pre-employment process, all successful candidates will be required to complete a Criminal Record Check prior to final confirmation of employment.
Please note that the cost of the Criminal Record Check is the responsibility of the successful candidate.

How to Apply:

Please submit your resume and cover letter (in English) highlighting your relevant experience and bilingual skills to [email protected].

Include your legal work status in Canada in the application.

We thank all applicants for their interest; only those selected for an interview will be contacted.

Pay: From $23.00 per hour

Work Location: In person

📌 Administrative Assistant (English) – Immigration (Canada)
🏢 Shaws Immigration
📍 Canada