Printing and Mailing Coordinator

Immigration.ca / (CCIRC) · Toronto (Midtown) · Canadian Immigration Law (Hybrid)

About the role

Immigration.ca is at the cutting edge of Canadian immigration law. We move quickly, run

a tight ship, and we're looking for a highly organized, detail-oriented Legal Document

Coordinator to help us keep it that way.

This is a hands-on, vital role based at our designated Midtown Toronto workspace. You

will manage the physical preparation and dispatch of immigration application packages,

serving as the crucial final link between our legal team, clients, and immigration

authorities. You will coordinate printing, assemble intricate physical files, digitize

records, and manage secure mailings. If you are meticulous, thrive under deadlines,

and excel at managing both digital systems and physical documents with zero room for

error, you'll fit right in.

What you'll do

Print coordination & document security

● Receive print-ready files and instructions from lawyers and consultants,

confirming printing specifications and deadlines before placing orders.

● Coordinate printing, scanning, and delivery with our external print supplier,

rigorously checking printed materials for missing pages, correct order, and

legibility.

● Monitor deliveries of signed original forms and photographs, accurately logging

receipt, securely storing items, and flagging missing documents to the legal

team.

Package assembly & digital recordkeeping

● Assemble complex applications according to the responsible lawyer’s or

consultant’s exact instructions.

● Insert original signed forms and photographs, ensuring superseded copies are

correctly replaced.





● Scan original documents and capture clear images (including reverse-side photo

details) to prepare a complete digital record that perfectly mirrors the physical

package.

● Upload the final review copy to the designated client folder and maintain clear

version records.

Final approval, dispatch & tracking

● Submit completed packages to the responsible lawyer or consultant for final

review (ensuring no package is mailed without recorded approval).

● Arrange Canada Post Xpresspost dispatch, verifying that the physical package

and mailing label match approved instructions.

● Save all postage receipts, tracking details, and proof of delivery, monitoring

shipments for delays or issues.

Workflow & client communications

● Keep Monday.com file statuses, document locations, deadlines, and tracking

information current.

● Send approved client communications confirming mailing and tracking details,

and record confirmed delivery to IRCC.

● Identify recurring errors or delays to help improve our turnaround time and cost

efficiency.

What we're looking for

You'll thrive here if you have:

● Experience in administrative coordination, document processing, legal support,

mailroom operations, or a comparable role.

● A relentless attention to detail when checking names, file references, signatures,

page order,



and document quality.

● The ability to manage multiple files and strict deadlines without ever mixing up

sensitive client materials.

● Confidence using PDF editing tools, scanners, shared digital folders (Google

Drive), and tracking systems.

● Experience with — or a willingness to quickly learn — case management tools

like Monday.com.

● Clear, professional written and verbal communication skills.

● Sound judgment when handling confidential documents and knowing exactly

when to escalate discrepancies.

● The ability to attend our Midtown Toronto location regularly and manage physical

document packages.

Nice to have

● Experience working inside an immigration or legal office environment.

What you'll get

● Compensation: To be determined, based on experience.

● A cooperative team of 15+ lawyers, consultants, and core management that

actually has your back.

● Exposure to Canadian immigration files and legal processes with a noted leading

online entity in the industry — great ground for growing your career.

● A focused professional workspace in Midtown Toronto where you play a vital role

in finalizing our clients' journeys.

How to apply

Send your resume and a short cover letter telling us a bit about your relevant

experience to [email protected]. Please use the subject line: Printing and Mailing

Coordinator Application.

- We read every application and appreciate the time it takes to apply. Only candidates

selected for an interview will be contacted directly.

Pay: $22.00-$28.00 per hour

Work Location: Hybrid remote in Toronto, ON (Toronto District)

📌 Printing & Mailing Coordinator (Toronto)
🏢 Immigration.ca
📍 Toronto