Job Description – Receptionist
Position: Receptionist / Administrative Assistant
Employment Type: Full-Time
Department: Immigration Services
Reports To: Office Manager / Lawyer / RCIC
Position Summary
We are seeking a friendly, professional, and well-organized Receptionist to join our immigration firm. The Receptionist will be the first point of contact for clients and visitors and will play an important role in ensuring that clients receive professional, respectful, and timely service.
The successful candidate should have excellent communication and customer-service skills, be comfortable working with clients from diverse cultural backgrounds, and be able to handle confidential information with discretion.
Candidates who are able to communicate in Bengali or Hindi will be given preference, as these language skills are valuable in assisting our diverse client base.
Key Responsibilities
- Greet clients and visitors in a professional, courteous, and welcoming manner.
- Answer and direct incoming telephone calls, emails, and general inquiries.
- Schedule and confirm consultations, appointments, meetings, and follow-up calls.
- Collect basic client information and ensure it is accurately recorded.
- Assist clients with general administrative questions and direct legal or immigration-related questions to the appropriate lawyer, RCIC, or authorized staff member.
- Receive, scan, photocopy, organize, and upload client documents.
- Maintain organized electronic and physical client files.
- Notify the appropriate staff member when clients arrive for appointments.
- Contact clients regarding appointments, outstanding documents, and other administrative matters as instructed.
- Receive incoming mail, courier packages, and government correspondence and promptly direct them to the appropriate staff member.
- Assist with outgoing mail and courier services.
- Maintain the reception area in a clean, organized, and professional condition.
- Assist with data entry, document management, filing, printing, and other general office duties.
- Maintain strict confidentiality regarding client information, immigration matters, and firm records.
- Provide administrative assistance to lawyers, RCICs, paralegals, legal assistants, and other staff as required.
- Perform other reasonable reception and administrative duties assigned by management.
Qualifications and Skills
- Previous receptionist, customer-service, or administrative experience is preferred.
- Experience working in an immigration firm, law office, or professional office environment is an asset.
- Strong verbal and written communication skills.
- Professional telephone and client-service manner.
- Strong organizational and time-management abilities.
- Good computer skills, including Microsoft Word, Outlook, email, and general office software.
- Ability to manage multiple telephone calls, appointments, clients, and administrative responsibilities.
- Strong attention to detail and accuracy.
- Ability to work independently and as part of a team.
- Professional, respectful, patient, and dependable.
- Ability to maintain confidentiality when handling sensitive client information.
Language Skills
Fluency in English is required for the position.
Preference will be given to candidates who can also communicate effectively in Bengali or Hindi. Additional language skills are considered an asset.
Important Professional Requirement
The Receptionist is an administrative position and is not authorized to provide independent legal or immigration advice. Questions regarding immigration eligibility, legal strategy, application outcomes, or other legal matters must be referred to the appropriate lawyer, Regulated Canadian Immigration Consultant (RCIC), or other authorized representative.
What We Are Looking For
We are looking for someone who is welcoming, dependable, organized, and comfortable communicating with people who may be dealing with stressful or sensitive immigration matters. The ideal candidate will represent the firm professionally and help create a respectful and supportive experience for every client.
Pay: $17.60 per hour
Work Location: In person
