Hybrid Immigration Law Admin & Operations Coordinator

The Law Office Management Association (TLOMA); Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Flexible hybrid work environment

Five weeks’ vacation

Health spending account

Mentorship and professional dev.

Supportive team environment

Job summary

Smith Immigration Law is a boutique immigration and refugee law firm in Toronto seeking a Legal Administrative Coordinator/Law Clerk with 1–3 years of immigration firm experience. The role blends practice administration, client service, and billing with opportunities to assist on substantive legal work.

The ideal candidate is highly organized, detail‑oriented, and capable of independent, proactive work. We value collaboration, mentorship, and professional development in a flexible hybrid

Qualifications

• A post-secondary degree or diploma. Education or training as a law clerk, legal assistant, paralegal, or immigration consultant is required.
• A minimum of 1–3 years of experience working in a Canadian immigration law firm.
• Strong technology skills and confidence working with digital tools. Experience with Clio, Microsoft 365, and Adobe Acrobat is required.
• Excellent written and verbal communication skills, with close attention to detail.
• Strong organizational and time-management skills, including the ability to manage multiple deadlines and priorities.
• A proactive and solutions-focused approach, with the ability to work both independently and collaboratively.
• A strong commitment to client service and an interest in working with newcomers, refugees, LGBTQ+ communities, and people navigating complex immigration circumstances.

Responsibilities

• Oversee the day-to-day administration of the firm’s practice management system, including opening and maintaining client files, obtaining documents for consultations, and responding to general telephone inquiries.
• Support the firm’s billing and financial administration, including preparing and issuing invoices, monitoring accounts, and responding to routine client billing questions.
• Coordinate the firm’s social media presence and assist with preparing and distributing newsletters, announcements, and other firm communications.
• Identify opportunities to improve administrative processes and help keep the firm’s day-to-day operations organized and running smoothly through advanced use of technology.
• Assist with preparing immigration and refugee applications, forms, correspondence, and supporting documents across matters, including visitor records, work permits, sponsorship applications, and IRB and Federal Court proceedings.
• Communicate with clients to gather information and documents, provide routine file updates, and help ensure deadlines and next steps are clearly understood.
• Monitor the progress of ongoing applications and maintain accurate and organized client files.
• Assist lawyers with file-management and litigation-support tasks, including obtaining records from former counsel or government departments, preparing ATIP requests, organizing evidence, and compiling application materials.
• Provide general legal and administrative support to lawyers and other members of the team as needed.

Skills

Client service

Communication

Organizational skills

Independent work

Education

Law clerk/paralegal training

Tools

Clio

Microsoft 365

Adobe Acrobat

Job description

Smith Immigration Law is a boutique immigration and refugee law firm in Toronto seeking a Legal Administrative Coordinator/Law Clerk with 1–3 years of immigration firm experience. The role blends practice administration, client service, and billing with opportunities to assist on substantive legal work.

The ideal candidate is highly organized, detail‑oriented, and capable of independent, proactive work. We value collaboration, mentorship, and professional development in a flexible hybrid