Administrative Assistant - Toronto, Canada - Global Immigration and Investment Services

Description

Global Immigration & Investment Services is a full services immigration consulting firm located in the Greater Toronto Area.

We are authorized by Citizenship and Immigration Canada to give advice and to represent our clients under Economic, Family, Refugee and Temporary Residence streams.

Serving global communities for more than 13 years, GIIS has a team of dedicated case managers, consultants and specialists who have served a vast majority of clients around the globe.

Purpose of the Job
The administrative assistant will be responsible for running the office efficiently.

The person should be experienced in managing the office and ensure that the company policies are always being adhered to.

They will be responsible for the day-to-day activities in the office and will be reporting directly to the Director.


1.

Roles and Responsibilities:

The Administrative Assistant will be responsible to carry out the following duties:

• Answer, screen, and forward incoming phone calls and provide basic information whenever needed.
• Initial assessment of incoming clients or screening of client's requirements on initial consultation form.
• Maintain walk in and over phone inquiries record with monthly reporting.
• Coordinate all office activities and ensure adherence to company policies.
• Coordinate staff meetings, maintain a record of the minutes and ensure the distribution of the agreed agenda to the team members.
• Receive/collect and sort daily incoming mail/deliveries/couriers. Keep the database always updated and enter new information, generate regularly scheduled reports for the senior management.
• Coordinate with Case Processing Managers for setting up skype/phones consultation.
• Handle outstanding professional fee payments follow up from inland and overseas clients.
• Maintain client files and records.
• Perform documents filing, photocopying, scanning and control all out going fax.
• Maintaining staff attendance reiacord / register with the preparation of monthly reports
• Dealing with IT service providers, photocopier and PABX contractor /supplier.
• Dealing with office owner/building management office.
• Responsible for arranging official lunch/ parties whenever needed.
• Responsible for arranging periodic office meetings, communicating agenda, preparation of meeting minutes.
• Assisting Immigration Consultant/Director on all ongoing issues, maintain track of in process cases with timelines and coordination with clients.
• Maintain professional level of communication with all stake holders of business.
• Sending retainer agreements to new client in coordination with Immigration Counsel and Immigration Relations Manager.
• Provide assistance to Case Processing staff with any assigned task.
• Perform other relevant duties as per the business requirements.

2.
Education, Skills and Experience

• High school education or related work experience.
• 2 or more years of work experience in office administration
• Proficient with Microsoft Office Suite (MS Word, MS Power point, MS, Excel, and MS Outlook) and Social Media
• Able to speak, read and write in English language.
• Excellent communication skills; interpersonal and presentation skills
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Ability to organize, multitask, prioritize, and work under pressure.
• Able to maintain confidentiality of company and employee profiles.

3.
Working Conditions

• The working hours will be Monday to Friday for 37.5 hours.
• May be required to work some overtime hours to attend meetings or year end reconciliations
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• Will report directly to the Director.

4.
Position Offers

• Competitive Annual Pay: $ 26.50 per hour
• Permanent, fulltime position
• Work hours 37.5 hours a week
• Paid Vacation and Holidays
• Work Location: 305 Milner Avenue, Suite 206; Toronto, ON, M1B3V4

5.

Contact Information:

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Contact Person:MuhammadYaqoob Khan

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Company Name:Global Immigration and Investment Services
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Company Address: 305 Milner Avenue, Suite 206; Toronto, ON, M1B3V4, Canada
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Workplace Address: 305 Milner Avenue, Suite 206; Toronto, ON, M1B3V4, Canada

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Tel:

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Date Posted:July 31, 2023


Salary:
$26.50 per hour


Benefits:

• Paid time off

Schedule:

• Monday to Friday

Work Location:
In person