Senior Immigration and Office Administrator (Immigration and Recruitment)

Black Pen Recruitment; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A global recruitment agency is seeking an Administrative and Office Assistant to provide operational support for immigration and recruitment teams in Cape Town. The ideal candidate has 3-5 years of administrative experience, strong organizational skills, and proficiency in Microsoft Office. This role offers full-time employment with opportunities to enhance client services and support numerous administrative tasks.

Qualifications

• 3 to 5 years of administrative experience, ideally in a legal or recruitment environment.
• Excellent written and verbal communication skills in English; additional languages advantageous.
• High attention to detail and ability to handle confidential information.

Responsibilities

• Manage daily administrative activities including data entry and document filing.
• Assist with preparing and processing immigration applications.
• Support recruiters by drafting email correspondence and coordinating interviews.

Skills

Organizational abilities

Communication skills

Attention to detail

Multitasking

Education

Qualification in Law or Business Administration

Tools

Microsoft Office

CRM or case management software

Job description

Black Pen Immigration is a premier immigration consultancy offering expert guidance and administrative support to individuals and organisations navigating the South African immigration landscape. Black Pen Recruitment is a global recruitment agency specialising in connecting top talent with leading companies across fintech, digital, and professional services sectors.

Across both entities, we pride ourselves on delivering client‑centric, compliant, and high‑quality services grounded in operational excellence and rigorous attention to detail.

Role Overview

We are seeking a highly organised, detail‑driven, and proactive Administrative and Office Assistant to provide robust operational support across our immigration and recruitment teams. This individual will play a pivotal role in maintaining efficient office workflows, supporting case managers and recruiters, managing documentation, and ensuring a seamless client experience. A willingness to learn, coupled with strong administrative capability and excellent communication skills, will be essential for success in this role.

Department

Immigration and Recruitment

Company

Black Pen Immigration & Black Pen Recruitment

Job Type

Full‑time Permanent

Location

Onsite

Working Hours

08:00 to 17:00 (40 hours per week)

Reporting To

Immigration Manager / Recruitment Manager

Requirements

• 3 to 5 years of administrative experience, ideally within a legal, immigration, consultancy, or recruitment environment
• Preferably a qualification in Law, Business Administration, or a related field
• Strong organisational and multitasking abilities with the capacity to meet tight deadlines
• Excellent written and verbal communication skills in English; additional languages advantageous
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and comfort working with CRM or case management software
• High attention to detail with the ability to handle confidential information professionally
• Ability to work independently while contributing effectively in a collaborative, fast‑paced team setting
• Prior experience in immigration administration, legal support, recruitment coordination, or customer service will be advantageous

Responsibilities

Administrative and Office Support

• Manage daily administrative activities including data entry, document filing, inbox management, and office coordination
• Schedule meetings, manage calendars, and coordinate internal and external appointments
• Prepare reports, maintain operational trackers, and support office logistics

Immigration Case Support (Black Pen Immigration)

• Assist with preparing, processing, and organising immigration applications and supporting documents
• Maintain and update client case files with accuracy and confidentiality
• Track deadlines, gather required documentation, and ensure timely follow‑up with clients
• Communicate with government departments, embassies, and external stakeholders as instructed
• Conduct research on immigration legislation, policy updates, and case requirements

Recruitment Support (Black Pen Recruitment)

• Support recruiters by drafting email correspondence, organising candidate files, and managing candidate pipelines
• Coordinate interviews, follow‑ups, and documentation for client submissions
• Ensure accurate and compliant record‑keeping for all recruitment processes

Client Service & Communication

• Serve as a friendly, professional point of contact for walk‑in clients, calls, and email enquiries
• Support consultants with correspondence, case notes, and workflow prioritisation
• Uphold service excellence by ensuring timely responses and consistent follow‑through on all administrative tasks