Admin and Office Assistant

Black Pen Recruitment; Wes-Kaap; On-site; ZAR 180 000 - 220 000; Full time

Job summary

A leading immigration consultancy is seeking an Immigration and Office Assistant to support legal and case management teams in South Africa. The ideal candidate will possess strong administrative skills, excellent communication abilities, and a willingness to learn about immigration processes. Responsibilities include preparing immigration documents, maintaining client records, and communicating with clients and authorities. This is a full-time, permanent onsite role based in Wes-Kaap.

Qualifications

• 1-3 years of administrative experience in legal or immigration settings.
• Strong organizational skills to manage multiple tasks.
• Excellent communication skills in English.

Responsibilities

• Prepare, organize and process immigration-related documents.
• Maintain client records and case files accurately.
• Communicate with clients and government agencies.

Skills

Organizational skills

Communication skills

Attention to detail

Proficiency in Microsoft Office

Education

Law Degree or Business Degree

Tools

CRM software

Job description

Admin and Office Assistant

Black Pen Immigration is a leading immigration consultancy specializing in providing expert legal and administrative support for individuals and businesses navigating South African immigration processes. Our team is committed to delivering exceptional service, ensuring smooth transitions for clients seeking visas, work permits, and permanent residency solutions.

Role Overview

We are seeking a detail-oriented and proactive Immigration and Office Assistant to support our legal and case management teams. The ideal candidate will have strong administrative skills, excellent communication abilities, and a keen understanding of immigration processes or a willingness to learn.

Job Type

Full-time/Permanent

Workplace

Onsite

Working Hours

8:00am - 5:00pm (40 working hours a week)

Reporting to

Immigration Manager

Requirements

• 1-3 years of administrative experience (preferably in legal, immigration, or consultancy services).
• Education: Preferably a Law Degree/Business Degree/Administrator or relevant field.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills in English; additional languages are an advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and CRM software.
• Ability to work independently and collaboratively in a fast-paced environment.
• A keen eye for detail and accuracy in handling sensitive information.
• Prior experience in immigration services, legal administration, or customer service is a plus.

Responsibilities

• Assist in preparing, organizing, and processing immigration-related documents and applications.
• Maintain and update client records and case files with accuracy and confidentiality.
• Communicate with clients, government agencies, and internal teams to follow up on applications and ensure compliance.
• Conduct research on immigration laws, regulations, and policy changes to support case preparation.
• Schedule appointments, track deadlines, and coordinate required documentation for visa and permit applications.
• Ensure timely submission of applications and proactively address potential administrative delays.
• Support legal consultants with drafting correspondence, compiling case reports, and managing workflow.
• Provide general administrative assistance, including data entry, email management, and report generation.