Document Collection Specialist

Lead Capital Group; Cape Town; On-site; ZAR 200,000 - 300,000; Full time

Job summary

A prominent immigration consultancy in Cape Town is looking for a Document Collection Specialist to ensure all necessary documentation for visa applications is meticulously gathered and verified. The role requires exceptional attention to detail, strong communication skills, and familiarity with Canadian immigration standards. The chosen candidate will guide clients throughout the documentation process and ensure compliance with immigration regulations.

Qualifications

• Proven experience working in a detail-oriented, compliance-focused environment, ideally within immigration, legal, or paralegal sectors.
• Clear criminal record.
• Fluency in Spanish and/or French is an advantage but not required.

Responsibilities

• Take full ownership of the document collection and verification process for client visa applications.
• Review client documentation for completeness and accuracy according to Canadian immigration standards.
• Maintain clear communication with clients, guiding them through the document collection process.
• Draft government application forms and necessary correspondence.
• Perform regular follow-ups with clients to ensure timely submission of all required documentation.
• Ensure all cases meet established deadlines.
• Coordinate and schedule appointments with clients as needed.
• Participate in team meetings to discuss case statuses and problem resolution.
• Support clients through the final stages of the application process.

Skills

Exceptional Attention to Detail

Strong Communication Skills

Organizational Skills

Immigration Knowledge

Tech Proficiency

Analytical Mindset

Professionalism & Initiative

Multilingual Abilities

Tools

Microsoft Office

CRM platforms

Google Drive

Job description

ROLE PURPOSE

The primary responsibility of the Document Collection Specialist is to support the Immigration Consultancy office by ensuring that all necessary documentation for visa applications is meticulously gathered, verified, and ready for final submission. This role is critical in guaranteeing that all immigration paperwork meets the highest standards of accuracy and completeness before being sent for processing. A focus on detail, thorough review, and a proactive approach are essential for success in this role.

The Document Collection Specialist will work closely with clients throughout the process, providing them with expert guidance to ensure that all necessary documents are acquired and compliant with immigration regulations.

KEY ACCOUNTABILITIES. RESPONSIBILITIES OF ROLE

Case Officer:

• Take full ownership of the document collection and verification process for client visa applications, ensuring every piece of documentation is thorough, accurate, and aligned with the application’s requirements.
• Review client documentation in detail, checking for completeness, accuracy, and conformity with Canadian immigration standards before submission.
• Maintain clear and consistent communication with clients to guide them through the document collection process and address any concerns or questions.
• Draft and prepare government application forms, as well as necessary correspondence, including client letters, emails, and internal communications.
• Perform regular follow-ups with clients to ensure timely submission of all required documentation.
• Ensure that all cases meet established deadlines and communicate progress or issues to the Back Office Manager.
• Coordinate and schedule appointments with clients as needed for documentation review or additional information gathering.
• Actively participate in team meetings to discuss case statuses, problem resolution, and other tasks as assigned.
• Support clients through the final stages of the application process by preparing files for submission and ensuring they are complete and error-free.

KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED

• Exceptional Attention to Detail: The ability to meticulously review documents and identify discrepancies or missing information.
• Strong Communication Skills: Both written and verbal, with the ability to draft formal letters and emails with clarity and professionalism.
• Organizational Skills: Exceptional ability to manage multiple cases at once, prioritize tasks, and meet deadlines.
• Immigration Knowledge: Familiarity with Canadian immigration documentation and processes is highly valued.
• Tech Proficiency: Advanced skills in Microsoft Office, CRM platforms, and Google Drive for document management and communication.
• Analytical Mindset: Strong problem-solving abilities and the capacity to analyze complex information.
• Professionalism & Initiative: Mature, career-oriented with the drive to take initiative and work independently.
• Multilingual Abilities: Fluency in Spanish and/or French is an advantage but not required.
• Experience: Proven experience working in a detail-oriented, compliance-focused environment, ideally within immigration, legal, or paralegal sectors.
• Clear criminal record