Office Manager

Verge Immigration Services Inc. | Licensed Foreign Worker Recruiters in Canada; Winnipeg; On-site; CAD 52,000 - 60,000; Full time

Benefits offered by this job

Salary 52,000–60,000 CAD per year

Benefits package

Central, growing practice

Supportive small team

Job summary

Verge Immigration Services Inc. in downtown Winnipeg is seeking an Office Manager/Coordinator to run the front office, manage the phones, inbox and consult calendar, and oversee the administrative assistant. You will ensure clients feel heard and informed while supporting the RCIC and case team.

The role focuses on organization, communication and client care. Must be on-site at our downtown Winnipeg office (330 St. Mary Ave); 40 hours/week, with potential for occasional Saturday mornings.

Qualifications

• 3+ years of experience running front office/office operations, ideally in immigration or professional services.
• Experience supervising or mentoring at least one team member.
• Excellent spoken and written English, with a warm, calm, professional phone manner.
• Strong organizational skills to manage high volume calls and emails with care.
• Comfort with Google Workspace, phone systems and online scheduling tools.
• Legal entitlement to work in Canada and ability to pass a police check.

Responsibilities

• Manage main phone line, voicemail and client inbox; reply within one business day.
• Return missed calls and direct inquiries to the right place (new/existing client or deadline).
• Coordinate the consultation calendar: bookings, confirmations, reminders, payments.
• Follow up after consultations with retainers, quotes and next steps.
• Welcome new clients: prepare retainers, signatures, setup files and hand to case team.
• Keep active clients informed with status updates and file inquiries.

Skills

Front office management

Team supervision

English proficiency

Organizational skills

Google Workspace

Scheduling tools

Tools

QuickBooks

Job description

Verge Immigration Services Inc. is a licensed immigration consultancy in downtown Winnipeg. Over the years we have helped thousands of people build their lives in Canada, and our clients have rated us 4.9 on Google across more than 468 reviews. We support individuals, families and employers with work permits, study permits, permanent residence, family sponsorship, and refused and complex cases.

About the role

Our clients often reach us at important moments in their lives, and the first person they speak with sets the tone for everything that follows. We are looking for an Office Manager / Coordinator to lead the front of our office: our phones, inbox and consultation calendar. You will make sure every client feels heard and well informed, and keep the office running smoothly so our RCIC and case team can focus on their files. You will also guide and support our administrative assistant. All immigration advice is provided by the RCIC, so this role is focused on organization, communication and client care. We are hoping to welcome the right person within the next week or two.

What you will do

• Manage the main phone line, voicemail and client inbox, and make sure every message receives a reply within one business day
• Return missed calls promptly and direct each enquiry to the right place, whether it is a new client, an existing client or an urgent deadline
• Coordinate the consultation calendar, including bookings, confirmations, reminders and payment confirmation
• Follow up after consultations with retainers, fee quotes and next steps
• Welcome new clients by preparing retainers, collecting signatures, setting up files and handing them to the case team
• Keep active clients informed with regular status updates, and answer general questions about where their file stands
• Record client payments, follow up on outstanding balances, and keep payment records organized for bookkeeping
• Coordinate staff schedules, attendance, payroll preparation, onboarding for new team members, and the team task list
• Look after office supplies, vendors, equipment, the phone system and software accounts
• Invite happy clients to share a Google review, and help gather client success stories for social media
• Keep client files complete and well organized, and protect client privacy at every step

What we are looking for

• 3 or more years of experience running a front office or office operations, ideally in a law, immigration, accounting or medical practice
• Experience supervising or mentoring at least one team member
• Excellent spoken and written English, with a warm, calm and professional manner on the phone
• Strong organizational skills and the ability to manage a high volume of calls and emails with care
• Comfort with Google Workspace, phone systems and online scheduling tools
• Legal entitlement to work in Canada and the ability to pass a police check
• Availability to work in person at our downtown Winnipeg office (330 St. Mary Ave). This role is fully on-site.

Nice to have

• Bookkeeping or payroll experience (QuickBooks)
• Experience in an immigration office

What we offer

• Salary of $52,000 to $60,000 per year, based on experience
• Benefits package
• A central role in a growing, well-respected practice
• A small, supportive team where good work is noticed and valued

Schedule

Full-time, 40 hours per week, Monday to Friday, 9:00 AM to 5:30 PM, with occasional Saturday mornings.

Verge Immigration Services Inc. is an equal opportunity employer. We welcome applications from all qualified candidates and will gladly provide accommodation during the hiring process on request.