Office Manager, Immigration

Responsibilities:

Office Administration & Operations:

• Oversee day-to-day office activities and ensure a productive, organized, and professional environment.
• Manage office supplies, equipment, and facilities, ensuring all are well-maintained.
• Implement and maintain office policies, systems, and procedures.
• Coordinate maintenance and repairs with vendors and building management.

Team Coordination:

• Supervise administrative and support staff, including receptionists, file clerks, and other office assistants.
• Support HR tasks including staff onboarding, timekeeping, leave records, and performance monitoring.
• Organize team meetings, training sessions, and staff development activities.

Client & Case Management Support:

• Monitor and manage client intake, appointments, and follow-ups in coordination with consultants/lawyers.
• Ensure that client files (physical and digital) are maintained accurately and confidentially.
• Assist with document preparation, scheduling interviews, and gathering required information for immigration applications.

Compliance & Recordkeeping:

• Ensure that office and client procedures comply with local immigration regulations and data protection laws.
• Maintain records of licenses, renewals, and any required certifications for the practice.

Communication & Liaison:

• Serve as the first point of contact for internal and external communications.
• Liaise with government agencies, embassies, and external partners as required.
• Handle escalated client queries or complaints professionally and effectively.

Requirements:

• Bachelor’s degree in Business Administration, Office Management, or related field (preferred).
• 3+ years of experience in office administration, ideally within immigration, legal, or consultancy services.
• Strong understanding of immigration processes and documentation (an asset).
• Excellent organizational, multitasking, and leadership skills.
• Proficient in Microsoft Office Suite and case management systems (e.g., Salesforce, Clio, or immigration-specific CRM).
• Exceptional written and verbal communication skills.
• High attention to detail and discretion with confidential information.

Preferred Skills:

• Familiarity with immigration case workflows.
• Ability to work under pressure and manage competing priorities.
• Experience working with multicultural clients and teams.
• Fluency in [list languages if required, e.g., English and French] is an advantage.

What We Offer:

• Competitive salary and benefits package
• Professional growth opportunities
• Dynamic and inclusive work environment
• The opportunity to make a meaningful impact in clients' lives