Immigration Administrative Assistant / Receptionist

Job Summary

We are seeking a detail-oriented, skilled, and proactive Immigration Administrative Assistant / Receptionist to join our team in Canada.

This is a multi-purpose position combining receptionist duties, client communication, office administration, and basic immigration and study permit support. We are looking for someone who is comfortable handling client calls while also assisting the immigration team with day-to-day administrative work.

The ideal candidate should be able to multitask, work under pressure, communicate professionally with clients, and manage different responsibilities depending on the workload of the office.

This position offers an opportunity to gain valuable Canadian work experience in a professional immigration office environment.

Responsibilities

- Answer incoming client calls professionally and provide excellent customer service.
- Handle general inquiries and direct clients to the appropriate team member when required.
- Collect preliminary information from new and existing clients and accurately record the details.
- Schedule consultations, appointments, and follow-up calls.
- Prepare and send retainer agreements, document checklists, information sheets, and standard client correspondence.
- Follow up with clients regarding pending documents, information, appointments, and other requirements.
- Monitor emails and assist with routine client communication.
- Maintain and organize electronic client files and ensure documents are properly saved and easily accessible.
- Perform general administrative duties, including data entry, filing, scanning, document organization, and record keeping.




- Assist the immigration team with administrative work related to different immigration applications.
- Assist with study permit-related work, including researching suitable Canadian colleges and programs for prospective students.
- Research program availability, admission requirements, tuition fees, upcoming intakes, and other relevant college information.
- Assist with college applications and online college portals where required.
- Candidates familiar with Canadian college admission procedures and application portals will be preferred.
- Assist with collecting and organizing information and supporting documents required for study permit applications.
- Assist with basic preparation of immigration forms and applications under the supervision of the appropriate immigration professional or case team.
- Proofread forms, correspondence, documents, and client information for accuracy and completeness.
- Maintain internal records of pending tasks, deadlines, client follow-ups, and required documents.
- Provide additional administrative and immigration-related support during periods of lower call volume.
- Maintain strict confidentiality of all client and business information.

Skills & Qualifications
- Excellent English communication skills, both verbal and written.
- Professional telephone etiquette and strong customer-service skills.




- Robust organizational and time-management abilities.
- Ability to work efficiently under pressure and in a fast-paced office environment.
- Ability to handle multiple responsibilities, including calls, emails, client follow-ups, administrative work, and application-related tasks.
- Solid attention to detail and accuracy.
- Comfortable working with computers, email, PDF documents, Microsoft Office and/or Google Workspace.
- Ability to learn new software and online portals quickly.
- Basic understanding of Canadian immigration processes is an asset.
- Knowledge of study permits, Canadian colleges, programs, admissions, and college application portals is a strong asset.
- Previous experience in an immigration office, educational consultancy, college admissions, receptionist, customer-service, or administrative role is preferred.
- Must be dependable, punctual, professional, and willing to learn.
- Must be comfortable taking initiative and switching between different responsibilities based on office requirements.

Ideal Candidate

We are not looking for someone who will only perform receptionist duties. We need a versatile team member who can answer and manage client calls, collect client information, prepare retainers and checklists, perform administrative duties, and assist the team with immigration and study permit-related work when call volume is lower.

Previous Canadian work experience is an asset, but not mandatory. Candidates looking to build professional Canadian work experience are also encouraged to apply.

Job Type: Full-time

Work Location: In person

Pay: $18.00-$23.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Immigration Administrative Assistant (Brampton)
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