Office Assistant

About Us:

Imagine Immigration is a well-established boutique immigration consulting firm with a strong focus on employment-based immigration, including work permits and permanent residence applications. Our clients are small, medium and large companies and their employees and prospective employees. We may be small, but we’ve worked closely with some of BC’s top employers for over 20 years. We love what we do and we love simplifying immigration for our clients. While our main office is located in Burnaby, our team members are spread out over the Lower Mainland and Vancouver Island.

The Role:

We are looking to expand our small, family-like team with an Office Assistant. In this role, you’ll be responsible for managing administrative tasks and generally keeping us organized while team members come and go or work remotely. The work consists of managing mundane, but very important details and keeping the team organized and functioning efficiently.

You’ll also have the opportunity to learn more about different immigration applications as you help us with drafting application forms and online applications.

You will support us in many areas:

General:

• Receive incoming mail and courier packages
• Handle outgoing mail and couriers
• Maintain information in our shared Outlook contacts
• Assist with preparation of client and team events
• Draft and track service agreements
• Draft and maintain social media posts
• Perform other general and administrative duties as required

Accounting:

• Post supplier invoices to QuickBooks
• Assist in the preparation of client invoices
• Reconcile bank accounts and credit card
• Assist with month-end/year-end activities

Immigration:

• Maintain data in Officio (database) and run reports for expiry dates and other deadlines as required
• Save, file and organize documents
• Maintain and create client questionnaires, checklists and update as necessary
• Maintain templates and process documents
• Draft application forms and online applications as directed
• Communicate with clients to collect documents and information, clarifying as needed
• Send documents for review and update as necessary
• Compile applications in preparation for submission
• Check for notifications as they arise and create tasks accordingly

What you bring:

• Completion of Business Administration Diploma or similar
• 2+ years experience in administrative roles preferably in human resources, accounting, law, or similar
• Experience and confidence with MS Office, MS Teams, Adobe Acrobat
• Ability to learn computer systems quickly
• Strong teamwork, collaboration and customer service skills
• Ability to prioritize workload and manage multiple tasks and deadlines
• Excellent attention to detail and an aptitude for numbers
• Strategic eye for optimizing work processes
• Self-motivated and self-managed
• Ability to handle confidential information with discretion
• Excellent common sense, proactive approach, and strong moral compass
• Excellent verbal and written communication skills

What we offer:

• Part-time employment @ 21 hours per week
• $23-$24/hour, depending on qualifications and experience
• 3 weeks vacation (based on 21 hour work week)
• Basic benefits package
• On-the-job training and ongoing mentoring
• Hybrid work arrangement: On-site at our office in the heart of Brentwood in Burnaby 1-2 days a week, with the remaining time from home, if desired. We are open to possibly spreading your hours over several days per week as long as it meets our business needs.