Position Summary

Intact Immigration Services Ltd. is seeking a motivated, organized and detail-oriented Administrative & Client Relations Assistant to support daily office operations, client communications, administrative processes and business development activities.

The successful candidate will work closely with the Director and receive training in office administration, client relationship management, document handling and business communications.

This position offers an opportunity to develop practical administrative and professional skills in a regulated immigration consulting environment.

Key Duties and Responsibilities1. Administrative and Office Support (30%)

- Manage incoming emails, telephone calls and general inquiries.
- Schedule client consultations, appointments and follow-up meetings.
- Maintain organized electronic client files, records and correspondence.
- Prepare routine letters, emails, forms and administrative documents.
- Update spreadsheets, databases and internal tracking systems.
- Monitor administrative deadlines and maintain task reminders.
- Assist with general office coordination and day-to-day administrative activities.

1. Client Relations and Communication (25%)

- Respond to general client inquiries professionally and promptly.
- Follow up with clients regarding outstanding documents and information.
- Provide administrative updates on file progress using information approved by the supervising consultant.
- Coordinate communication between clients, employers and the immigration consultant.
- Assist new clients with administrative onboarding procedures.
- Maintain accurate records of client communications and follow-up activities.
- Support positive client relationships through timely communication and service.

1. Immigration Application Administrative Support (20%)

- Assist with collecting, organizing and reviewing documents for completeness against established checklists.
- Enter client information into forms and internal systems under supervision.




- Prepare draft administrative correspondence for review.
- Organize supporting documentation for immigration application packages.
- Track application milestones, document requests and submission deadlines.
- Maintain confidentiality and follow established procedures for handling sensitive personal information.
- Assist with maintaining accurate and complete client records.

All immigration advice, eligibility assessments, legal interpretations, representation and final application review remain the responsibility of the authorized immigration consultant.

1. Business Development and Employer Relations Support (15%)

- Research potential employers and business clients requiring immigration-related services.
- Maintain and update employer contact databases.
- Assist with introductory emails, follow-up communications and appointment scheduling.
- Coordinate employer consultations and business meetings.
- Maintain records of prospective clients and referral sources.
- Support employer outreach initiatives using approved communication materials.
- Assist with tracking business inquiries and follow-up activities.

1. Marketing and Digital Administration (10%)

- Assist with scheduling approved social media content.
- Update basic website information and promotional materials as directed.
- Support email marketing and business communication campaigns.
- Maintain organized marketing contact lists.
- Assist with preparing newsletters, presentations and informational materials.
- Track inquiries generated through marketing activities.

Qualifications
- High school diploma required; post-secondary education in business administration,



office administration or a related field is an asset.
- Previous administrative or customer service experience is an asset but not required.
- Strong written and verbal English communication skills.
- Proficiency with Microsoft Office, email and basic computer applications.
- Good organizational skills and attention to detail.
- Ability to manage multiple tasks and meet deadlines.
- Professional telephone and email etiquette.
- Ability to handle confidential information responsibly.
- Willingness to learn new systems and procedures.
- Ability to work independently and collaboratively in a hybrid environment.

Training and Career development The successful candidate will receive structured on-the-job training in:
- Office administration and document management.
- Professional client communication and customer service.
- Client relationship management systems.
- Immigration office administrative procedures.
- Confidentiality, privacy and secure information handling.
- Business correspondence and employer communications.
- Time management, task prioritization and workflow coordination.
- Basic marketing administration and database management.

Reporting and Supervision The Administrative & Client Relations Assistant will report directly to the Director of Intact Immigration Services Ltd. The employee will receive regular supervision, feedback and performance reviews, particularly during the initial training period.

Performance Expectations

- Maintain accurate and organized client files.
- Complete assigned administrative tasks within established deadlines.
- Follow up on outstanding client documentation promptly.
- Maintain professional and timely communication with clients.
- Ensure accurate data entry and recordkeeping.
- Demonstrate continuous improvement in administrative efficiency.
- Support employer outreach and client relationship activities as assigned.

Pay: $21.00-$22.00 per hour Expected hours: 35.0 per week

Work Location: In person

📌 Entry-Level Administrative & Client Relations Assistant (Surrey)
🏢 Intact Immigration Services
📍 Surrey