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As the Immigration Office Manager, you will be responsible for ensuring the smooth day-to-day operation of the office while delivering outstanding customer service. You will manage incoming calls, follow up with prospective and existing clients, maintain client files, organize administrative processes, coordinate appointments, and ensure that all office procedures are completed accurately and efficiently.

This role is ideal for someone who enjoys working in a fast-paced professional environment, has excellent organizational skills, and takes pride in delivering exceptional client service.

Key Responsibilities

- Manage the daily administrative operations of the office.
- Maintain organized digital and physical filing systems.
- Prepare, organize, and maintain administrative documents and client files.
- Ensure office supplies and equipment are maintained.
- Coordinate office schedules and daily workflow.
- Maintain confidentiality of all client information.
- Perform general office administrative duties as assigned.

Client Communication
- Answer incoming phone calls professionally and respond to client inquiries.
- Welcome clients and visitors in a courteous and professional manner.
- Respond to emails, website inquiries, and online messages promptly.
- Schedule, confirm, and reschedule consultations with Immigration Consultants and Lawyers.
- Send appointment reminders and follow-up communications.

Client Follow-Up & Lead Management

- Follow up with new inquiries and prospective clients generated through marketing campaigns.
- Maintain regular communication with clients throughout their immigration journey.
- Follow up on pending consultations and outstanding retainers.
- Contact clients regarding missing documents or additional information.




- Maintain accurate records of all communications in the CRM system.
- Monitor and manage the client pipeline to ensure timely follow-up.
- Prepare weekly reports on client follow-ups and pipeline status.

File Management
- Create and organize new client files.
- Ensure all required documents are received and filed correctly.
- Maintain application checklists and monitor document completion.
- Upload and organize electronic files in the document management system.
- Track file progress and administrative deadlines.
- Assist the immigration team with administrative preparation of files before submission.

CRM & Database Management

- Update client information accurately in the CRM.
- Record all client interactions, appointments, and follow-up activities.
- Maintain accurate lead status and client notes.
- Generate reports as required by management.
- Ensure data accuracy and completeness.

Team Support
- Coordinate with Immigration Consultants, Case Managers, and Lawyers.
- Assist with assigning new files to team members.
- Support management with operational and administrative tasks.
- Help improve office procedures and workflow efficiency.

Qualifications

- Diploma or Degree in Business Administration, Office Administration, or a related field.
- Minimum 2 years of experience in office administration, customer service, or a similar administrative role.




- Experience in an immigration consultancy, legal office, or professional services environment is considered a strong asset.
- Excellent verbal and written communication skills in English.
- Strong organizational and multitasking abilities.
- Exceptional attention to detail.
- Professional telephone etiquette and customer service skills.
- Ability to work independently and collaboratively in a team environment.

Technical Skills

- Microsoft Office (Word, Excel, Outlook)
- Google Workspace
- CRM software
- PDF editing software
- Document management systems
- Email and calendar management

Preferred Skills
- Experience using immigration case management or CRM software.
- Ability to manage multiple priorities while meeting deadlines.
- Strong problem-solving and decision-making skills.
- Professional, reliable, and client-focused attitude.
- Ability to maintain strict confidentiality.

What We Offer
- Market-competitive salary based on experience.
- Paid vacation and statutory holidays.
- Professional development and ongoing training.
- Career growth opportunities within a growing immigration consultancy.
- Supportive, collaborative, and professional work environment.
- Performance-based incentives.

Why Join Eiffel Immigration Solutions? At Eiffel Immigration Solutions, we believe that exceptional client service begins with exceptional people. If you are organized, proactive, detail-oriented, and passionate about helping clients through outstanding administrative support, we would love to hear from you.

Apply today by submitting your resume and a brief cover letter outlining your relevant experience.

Pay: $17.60-$25.00 per hour

Work Location: In person

📌 Office Administrator (Mississauga)
🏢 Eiffel Immigration
📍 Mississauga