administrative assistant

All-lane Immigration Ltd.; Halifax; On-site; Full time

Job summary

A leading immigration consulting company is seeking a detail-oriented Administrative Assistant to support office operations in Halifax. In this full-time role, you will manage communications, coordinate appointments, and assist with immigration applications. Ideal candidates will possess strong organizational skills and familiarity with immigration processes, coupled with a commitment to providing exceptional client service.

Qualifications

• Minimum of 1-2 years of experience in an administrative role, preferably in immigration.
• Excellent written and verbal skills in English, fluency in Mandarin is a strong asset.
• Familiarity with Canadian immigration policies and procedures.

Responsibilities

• Receive and distribute incoming communications and manage scheduling for clients.
• Assist in drafting immigration application documents and ensure compliance.
• Train office staff on procedures and streamline office efficiency.

Skills

Organizational Skills

Time Management

Attention to Detail

Problem-Solving

Customer Service

Communication

Negotiation Skills

Education

College diploma or equivalent

Tools

MS Office

Adobe

Google Drive

Immigration case management software

Job description

• NOC Job Code / Title : 13100 - Administrative assistants

Type : Permanent, Full-Time

Salary : $25.64 per hour

Job Duties :

• Receive, sort, and distribute incoming emails and letters, ensuring seamless communication within and outside the company.
• Coordinate and confirm appointments and meetings for the employer and clients, optimizing scheduling to meet the demands of immigration processes.
• Handle office supply orders and maintain inventory to support daily business operations.
• Respond to phone and online inquiries, managing call routing and message relay to meet the needs of immigration applicants and other clients.
• Communicate effectively with clients using WeChat, WhatsApp, email, and phone to provide immigration-related assistance and updates.
• Establish and maintain computerized filing systems for efficient retrieval of immigration-related documents and client records.
• Ensure compliance with immigration policies and procedures while processing immigration applications and related paperwork.
• Conduct preliminary assessments of client eligibility for various immigration programs and assist in preparing documentation.
• Monitor and stay updated on immigration policy changes to provide accurate and timely information to clients and team members.
• Assist in drafting and proofreading immigration application documents, ensuring accuracy and completeness.
• Welcome and assist visitors, determining the purpose of their visit and directing them accordingly.
• Record and prepare accurate meeting minutes to document key discussions and decisions related to immigration applications.
• Coordinate travel arrangements and reservations as required.
• Compile and summarize customer consultation data and immigration application statistics for internal reporting and strategy planning.
• Train and guide office staff on procedures, software usage, and participate in onboarding new employees.
• Organize and arrange meetings between clients and consultants, as well as internal company meetings.
• Adjust work schedules as needed to accommodate clients across different time zones.
• Establish and streamline office procedures to enhance efficiency and quality of the immigration application process.
• Perform other administrative duties and projects as assigned.

Requirements :

Education : College diploma or equivalent.

Work Experience : Minimum of 1-2 years of proven experience in an administrative role, preferably within an immigration company.

Language Skills : Excellent written and verbal communication skills in English; fluency in Mandarin for writing and communication is a strong asset.

Technical Skills : Proficiency in MS Office (particularly MS Word and MS Excel) and familiarity with Adobe, Google Drive, and immigration case management software.

Time Management : Strong time management skills with the ability to prioritize and multitask effectively in a fast-paced environment.

Attention to Detail and Problem-Solving : High attention to detail with strong problem-solving abilities to handle complex immigration cases.

Organizational Skills : Exceptional organizational abilities to ensure efficiency in document preparation, client follow-ups, and office procedures.

Immigration Knowledge : Familiarity with Canadian immigration policies and procedures, with the ability to process applications and provide relevant guidance to clients.

Customer Service and Negotiation Skills : Strong interpersonal skills with a client-focused approach; ability to handle client inquiries professionally and effectively.

Flexibility : Availability to work flexible hours, including evenings and weekends, to accommodate clients in different time zones.

Preferred Qualifications :

• Prior experience working in an immigration consultancy or law firm.
• Ability to manage immigration-related files, including school authorizations and partnership agreements.
• Experience handling client appointments, phone calls, and email communications within an immigration setting.
• Knowledge of immigration document requirements and case processing procedures.
• Preference will be given to candidates with previous experience in the immigration industry and those familiar with the company’s internal operations.

This role is ideal for candidates who are detail-oriented, proactive, and have a strong desire to build a long-term career in the immigration industry. If you are passionate about assisting clients with their immigration journey and thrive in a dynamic work environment, we encourage you to apply.

To Apply : Please send your resume to [e-mail].

About All-lane Immigration Ltd.

All-Lane Immigration Ltd. was established in Halifax, Nova Scotia, Canada, on November 19, 2020. As a professional immigration consulting company, we provide expert advice and personalized services to individuals seeking assistance with immigration-related inquiries and applications. Our mission is to help clients submit their applications, plan their futures, and achieve their dreams in Canada.

At All-Lane Immigration, we take pride in offering high-quality, client-centered services across a wide range of immigration programs, including study permits, work permits, visitor visas, permanent residency applications, and family reunification. With a strong commitment to professionalism and care, we have successfully assisted over 2000 clients in navigating their immigration journeys.

We warmly welcome you to join our dynamic and supportive team! Together, let’s continue making a positive impact on the lives of those aspiring to build a future in Canada.

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