Job Overview
The Filing Assistant works directly under the supervision of the Principal Consultant (RCIC) and is responsible for the day-to-day management of client files. This is a hands-on, detail-intensive role that requires experience with Canadian immigration processes.
You will prepare and organize application packages, manage client documentation and case files, ensure all deadlines are tracked, and keep client records in audit-ready condition. In a regulated immigration practice, accuracy is the standard.
This is an in-person role based at our Stoney Creek office and you will work closely with the Principal Consultant as part of a small, collaborative team.
Responsibilities
File Management System & Record-Keeping
- Maintain the firm’s case management system (CMS) with current, accurate, and complete file records at all times, including client data, document status, notes, and file history
- Open, organize, and maintain client files from intake through to file closure, ensuring all documents are correctly named, filed, and retrievable
- Track all document expiry dates, outstanding items, and file milestones; update the CMS immediately when status changes
- Ensure all physical and digital files are audit-ready at all times and consistent with the firm’s filing protocols and record-keeping standards
Deadline Tracking & Timely Follow-Up
- Maintain a real-time, accurate deadline tracker for all open files, including document submission windows, permit expiry dates, and follow-up actions assigned by the Principal Consultant
- Proactively flag approaching deadlines and any outstanding items to the Principal Consultant in advance
- Follow up on outstanding client documents and information on a scheduled, systematic basis until all items are received and verified
- Immediately escalate any deadline risk, missing critical document, or file discrepancy to the Principal Consultant
Client Outreach & Communication
- Conduct structured follow-up outreach to clients to collect outstanding documents, confirm appointments, and provide file status updates as directed by the Principal Consultant
- Communicate professionally and empathetically with clients at all times, providing factual file status information only
- All questions about immigration advice, strategy, or outcomes are restricted to the Principal Consultant
- Maintain detailed contact logs for all client outreach in the CMS, including date, method, purpose, and outcome of each interaction
Compliance & Records
- Maintain client files in accordance with regulatory requirements and the firm's file management protocols
- Keep case management system up to date with all file activity, notes, and status changes
- Flag compliance concerns, missed deadlines, or file risks to the Principal Consultant immediately
- Treat all client information with strict confidentiality at all times
Pay: $20.50 per hour
Benefits:
Experience:
- case file management: 2 years (required)
Work Location: In person
