Document Specialist

Adapt Immigration Inc.; United States; Remote; USD 45,000 - 65,000; Full time

Job summary

Adapt Immigration Inc. is seeking a detail-oriented Document Specialist to support our immigration team in preparing, organizing, and managing client documentation. This remote role focuses on accuracy, completeness, and timely processing of immigration applications and supporting documents.

You will work closely with our RCIC and team members to ensure a high-quality client experience and compliance with IRCC requirements while maintaining secure records and effective communication with clients.

Qualifications

• Proven experience in Canadian immigration field preferred.
• Hands-on with PR, PNP, LMIA and work permit applications.

Responsibilities

• Prepare, organize, and manage client documents for immigration applications.
• Provide accurate information and guidance on document requirements.
• Assist RCIC in preparing and submitting visa and immigration applications.
• Collect, verify, and organize client documentation securely.
• Maintain up-to-date client records and ensure regulatory compliance.
• Communicate with clients about application status and requirements.
• Flag missing/incorrect documents and coordinate with clients to resolve gaps.

Skills

Attention to detail

Communication skills

Independent work

Multicultural teamwork

Tools

CRM systems

Immigration case management tools

Job description

About the Role

We're seeking a detail-oriented and reliable Document Specialist to support our immigration team in preparing, organizing, and managing client documentation.

This remote position plays a vital part in ensuring the accuracy, completeness, and timeliness of immigration applications and supporting documents.

You'll collaborate closely with our Regulated Canadian Immigration Consultant (RCIC) and other team members to deliver an excellent client experience.

Key Responsibilities

• Conduct pre-assessments for prospective clients to help the RCIC determine their eligibility and recommend appropriate immigration pathways.
• Provide high-quality support to clients by delivering accurate information and general guidance on document requirements.
• Assist the RCIC in preparing and submitting visa and immigration applications in line with IRCC requirements.
• Collect, verify, and organize client documentation using secure cloud-based systems.
• Maintain accurate and up-to-date client records, ensuring compliance with internal and regulatory standards.
• Communicate with clients regarding their application status, including updates on approvals, rejections, or additional requirements.
• Support case processing by flagging missing or incorrect documents and proactively coordinating with clients to resolve gaps.
• Perform additional administrative or support duties as assigned.

Requirements

What We're Looking For

• Proven experience working in the Canadian immigration field, with specific hands-on experience in PR, PNP, LMIA and work permit applications is required .
• Demonstrated experience working directly with a Regulated Canadian Immigration Consultant on immigration files is required .
• Strong understanding of various immigration programs, including Permanent Residence (Express Entry, PNP), Visitor Visa, Family Sponsorship, and business immigration.
• Exceptional attention to detail with a commitment to accuracy, consistency, and high-quality work.
• Ability to work independently with minimal supervision, managing multiple case files and deadlines efficiently.
• Strong communication skills and the ability to work collaboratively in multicultural, client-facing environments.
• Familiarity with CRM systems or immigration case management tools is an asset.
• Professionalism, discretion, and a strong sense of responsibility when handling sensitive client information.
• Ability to work Monday-Friday 9:00am-5:00pm eastern time