Job Description

Role Overview

We are seeking a proactive, detail-oriented

Administrative Assistant

to join our Richmond office.

This role combines

general administrative support and customer services

-- ideal for someone who enjoys organization, communication, and being the first point of contact for clients and visitors.

The successful candidate will be bilingual in English and play a key role in maintaining smooth office operations and client communications.

Key Responsibilities:

Customer Service & Client Support

Respond to client inquiries via email, phone, and online platforms in a professional and timely manner.

Provide clear information regarding application processes, required documents, timelines, and next steps (non-legal guidance only).

Assist walk-in clients and scheduled appointments with check-in procedures and basic information requests.

Maintain a high level of customer care, empathy, and communication sensitivity for clients from diverse cultural backgrounds.

Administrative & Case Support

Support immigration consultants with collecting, organizing, and reviewing client documents.

Update client files, case notes, and communication logs in the CRM or internal database.

Assist with preparing standard forms, templates, and checklists under consultant supervision.

Monitor email inboxes and distribute messages to the correct teams or consultants.

Schedule consultations, follow-up calls, and document submission appointments.

Client Care & Follow-Up

Send reminders to clients about missing documents, deadlines, and upcoming appointments.

Follow up on basic application status inquiries with internal team guidance.

Provide updates to clients based on consultant instructions.

Other Duties

Participate in internal training on immigration procedures, workflows, and new company policies.

Assist in improving client service procedures, FAQs, and communication templates.

Support company events, workshops, or webinars when required.

Qualifications:

Fluency in

English

-- spoken and written.

Must be

legally eligible to work in Canada

(Citizen, Permanent Resident, or valid Work Permit).

Minimum 2 years of administrative or office support experience, including reception duties.

Strong organizational and multitasking skills, with attention to detail.

Excellent communication and customer service skills.

Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

Professional appearance and attitude with a focus on teamwork and confidentiality.

Bilingual in Pilipino is an asset.

Additional Requirement

As part of our pre-employment process, all successful candidates will be required to

complete a Criminal Record Check

prior to final confirmation of employment.
Please note that

the cost of the Criminal Record Check is the responsibility of the successful candidate

.

How to Apply:

Please submit your

resume and cover letter

(in

English

) highlighting your relevant experience and bilingual skills to hrmanager@canadashaws.com.

Include your

legal work status in Canada

in the application.

We thank all applicants for their interest; only those selected for an interview will be contacted.

Job Type: Full-time

Pay: From $23.00 per hour

Benefits:

Extended health care
Work Location: In person