We are seeking an experienced and highly organized Immigration Legal Assistant to support the day-to-day operation of our immigration practice. This is a hands-on, fully remote contract position for someone who is comfortable managing multiple files, communicating with clients, monitoring deadlines, and working across several online systems. You will play an important role in keeping files organized and moving forward while coordinating with lawyers, immigration consultants, legal staff, and firm leadership.
Key Responsibilities
Client Communication and Inbox Management
- Monitor shared email inboxes and respond to routine inquiries in a professional and timely manner.
- Direct messages to the appropriate team member and immediately flag urgent or time-sensitive matters.
- Review and return office voicemail messages.
- Communicate with clients regarding outstanding documents, upcoming deadlines, appointments, and application updates.
- Provide clients with approved procedural information and refer legal or strategic questions to the supervising consultant or legal professional.
Document Review and Team Coordination
- Review uploaded client documents for completeness, readability, consistency, and proper organization.
- Identify missing core documents and follow up with clients as required.
- Organize supporting documents according to internal file-preparation standards.
- Update senior team members regarding file progress, missing information, and approaching deadlines.
- Coordinate file readiness with consultants and legal staff.
- Transfer completed files to the appropriate team member for substantive review and approval.
- Assist with other administrative and file-management duties as required.
IRCC Portal and File Management
- Monitor incoming IRCC correspondence, notifications, and document requests.
- Review applicable IRCC portals and online accounts for application updates.
- Notify clients and internal team members of relevant government correspondence.
- Save and organize IRCC letters, confirmations, receipts, and other correspondence in the appropriate client file.
- Track application deadlines, permit expiry dates, biometrics requests, medical requests, passport requests, and additional document deadlines.
- Maintain accurate file notes, task lists, and case-management records.
New Client Onboarding
- Assist with opening new client files and organizing initial intake information.
- Send welcome packages, document checklists, questionnaires, and service instructions.
- Confirm that identification documents, signed agreements, payment information, and required intake forms have been received.
- Create and maintain organized electronic client folders in accordance with firm procedures.
- Follow up with clients regarding incomplete intake information or missing documents.
Required Qualifications
- At least 5 years of experience supporting Canadian immigration matters.
- Experience working with immigration applications, government correspondence, client document collection, and application deadlines.
- Excellent written and verbal English communication skills.
- Strong attention to detail and the ability to identify missing or inconsistent information.
- Experience using case-management, customer relationship management, or project-management software.
- Ability to learn new systems and procedures quickly.
- Ability to manage multiple active files and competing priorities in a remote environment.
- Professional judgment when handling confidential and sensitive client information.
- Reliable internet access and an appropriate private workspace.
Pay: $25.00-$35.00 per hour
Work Location: Remote
