Bilingual Administrative & Customer Service Coordinator – English & Portuguese

Company: BRS Solutions

Location: Toronto, ON – In person

Job Type: Part-time

Schedule: Monday to Friday

About BRS Solutions BRS Solutions is a growing Toronto-based company serving primarily the Brazilian and Portuguese-speaking community in Canada. We assist clients with a wide range of administrative and documentation services, including Brazilian, Canadian and Portuguese documents, passport-related services, citizenship applications, tax and accounting support, business services and other administrative processes. We are currently looking for a highly organized, proactive and detail-oriented Bilingual Administrative & Customer Service Coordinator to join our team.

This is a busy, fast-paced position that requires the ability to manage multiple clients, conversations, files and priorities at the same time while maintaining a high level of accuracy and excellent customer service.

Main Responsibilities - Provide excellent customer service to clients by phone, WhatsApp, email and in person -

Be responsible for the client experience from the first contact through the hiring of our services - Understand each client's needs and recommend the appropriate service - Clearly explain our services, processes, requirements, timelines and fees - Answer client questions accurately and professionally - Follow up with potential clients who have requested information or estimates - Maintain consistent follow-up and do everything possible to convert inquiries into clients - Ensure no potential client is forgotten or left without a response - Prepare and send estimates and service information - Collect, review and organize client information and documents - Open and maintain client files - Assist with forms, applications and other administrative processes - Follow up with existing clients regarding missing documents, payments, appointments and next steps - Update client information and file status in our internal systems - Schedule appointments and assist with office organization - Coordinate priorities with other members of the team - Keep accurate records of client communication and follow-ups - Maintain confidentiality when handling personal and sensitive client information - Provide general administrative support as required Customer Service

Customer service is one of the most important parts of this position. The successful candidate will often be the first point of contact between the client and BRS Solutions and will be responsible for creating a professional and positive experience.

We are looking for someone who can:

- Listen carefully and understand what the client needs - Communicate clearly and confidently - Explain services in a easy and professional way - Make clients feel comfortable and well assisted - Build trust with potential clients - Follow up consistently without needing to be reminded - Help turn inquiries into confirmed clients - Remain professional and patient, even during busy periods The right candidate should understand that good customer service is not simply answering a message. It means taking ownership of the client's inquiry,



providing the correct information, following up and seeing the interaction through to completion. Attention to Detail Exceptional attention to detail is essential for this position. Our team handles client names, dates of birth, document numbers, addresses, forms, applications and other important personal information. Accuracy is extremely important. The successful candidate must naturally review and double-check their work before sending, submitting or confirming information. Errors caused by distraction, such as:
- Misspelling a client's name - Entering incorrect personal information - Sending the wrong information to a client - Providing incorrect instructions - Forgetting a client follow-up - Mixing information between different client files are taken very seriously. We are looking for someone who is focused, careful and responsible with every client file. When unsure about information, the candidate must be comfortable asking questions or confirming the correct procedure rather than guessing. Multitasking & Organization This is a high-demand environment, and the successful candidate must be comfortable managing many responsibilities at the same time. You may be answering WhatsApp messages, receiving phone calls, assisting a client in person, following up on an estimate and updating a file within the same period of the day.

The ideal candidate must be able to:

- Manage multiple clients and tasks simultaneously - Prioritize urgent and important matters - Stay organized even during busy periods - Keep track of pending tasks and follow-ups - Switch between different types of processes without losing accuracy - Complete tasks without requiring constant reminders - Recognize what needs to be done and take initiative Proactivity We are looking for someone who is proactive and takes ownership of their responsibilities. The right person should not wait to be reminded about every follow-up or task.

We value someone who

- Notices what needs attention - Takes initiative - Follows up independently - Looks for solutions - Keeps track of pending matters - Communicates with the team when something requires attention - Takes responsibility for completing their work properly Language Requirements Fluency in both Portuguese and English is required. The successful candidate must be able to communicate professionally and confidently in both languages, verbally and in writing.

This includes

- Phone conversations - In-person customer service - WhatsApp messages - Emails - Explaining services and fees - Answering client questions - Following up with potential and existing clients Strong written communication, grammar and spelling are important because a significant part of the position involves written communication with clients.



Candidates who are not fluent in both Portuguese and English will not be considered.

Skills &

Qualifications The ideal candidate will be:

- Extremely detail-oriented - Highly organized - Proactive - Responsible and dependable - Professional - Friendly and approachable - Excellent at customer service - Comfortable communicating with clients - Confident explaining services and answering questions - Comfortable following up with potential clients - Able to manage a high volume of work - Able to multitask without losing accuracy - Comfortable working under pressure - Able to learn new processes quickly - Comfortable following procedures - Able to work independently and as part of a team - Punctual and reliable - Comfortable taking ownership of their responsibilities Computer Skills Candidates should be comfortable using:
- Email - WhatsApp - Microsoft Office - Online forms - Government websites - CRM/client management systems - Scanners and printers - Uploading and organizing digital documents The ability to learn new systems and processes quickly is important.

Previous Experience

Previous experience in any of the following is considered an asset:
- Administrative Assistant - Customer Service - Office Administration - Client Services - Professional Services Office - Documentation Services - Brazilian or Portuguese documentation - Passport or consular services - Accounting or tax office - Legal office - CRM/client management systems Previous experience with our specific services is not required. Training will be provided.

This Position May Be a Good Fit for You If:

- You enjoy working in a busy and productive environment - You genuinely enjoy helping and speaking with clients - You are naturally organized - You notice small details and mistakes - You like keeping track of multiple responsibilities - You follow up without being reminded - You take ownership of your work - You are comfortable having several things happening at the same time - You care about providing accurate information - You take pride in delivering excellent customer service - You enjoy turning a client's initial inquiry into a positive experience and confirmed service

This Position May Not Be the Right Fit for You If:

- You are easily distracted - You frequently make typing or data-entry mistakes - You have difficulty managing several tasks at the same time - You forget follow-ups easily - You need frequent reminders to complete your responsibilities - You are uncomfortable speaking with clients - You do not enjoy customer service - You prefer a slow-paced environment with one task at a time - You are not comfortable taking initiative - You are not fluent in both Portuguese and English

How to Apply Please submit your resume through Indeed.

In your application, please briefly tell us: Why do you believe you would be a good fit for a fast-paced, detail-oriented customer service and administrative position? We are looking for someone who wants to become a reliable and long-term member of the BRS Solutions team and grow with our company.

Pay: From $18.50 per hour

Benefits

- Flexible schedule
- On-site parking

Work Location: In person

📌 Bilingual Administrative & Customer Service Coordinator – English & Portuguese (North York)
🏢 BRS Solutions
📍 North York