Description

The Practice Legal Support for the Immigration Practice Group will provide administrative and Canadian Immigration support to corporate Global Mobility Teams by successfully delivering on various tasks and projects using both established and new tools and processes.  

The role holder will ensure a positive stakeholder experience, identify opportunities for improvement and strive toward frustration-free experiences as the team and clients navigate the ever-changing landscape of Canadian immigration.
 
Responsibilities:

  • Oversee document management and  records, both for client-facing and internal matters
  • Maintain current data collection processes to ensure data accuracy and consistency align with practice group deliverables and initiatives, and audit information if required
  • Attend and contribute to monthly in-house Case Management Tool team collaboration meetings regarding Canadian Immigration customization and configuration
  • Pull and prepare client reports
  • Triage Team's help requests and support in areas of technology, document support and records management, and execution of the same
  • Support implementation of existing and new technology to meet project requirements and to encourage uptake
  • Tailor and update existing templates and precedents; make suggestions for template improvements
  • Legal Support during the life cycle of a file - the collection of documents, communication, and coordination with Clients and Candidates, and preparation of documents and applications for Attorney review and final submission; submission of applications on Immigration Refugee Citizenship Canada (IRCC) Portal
  • Manage lawyer's calendars and travel arrangements
  • Manage and open new client matters in an effective and efficient manner
  • Assist in entering and revising the lawyer's time in the time entry system (inTapp)
  • Handle tasks associated with the management of client bills and invoices
  • Establish, develop, maintain and update filing system for retrieval of files when needed
  • Organize and prioritize large volumes of emails and phone calls
  • Sort and distribute courier and mail
  • Draft written responses or replies by phone or e-mail when necessary
  • Respond to regularly occurring requests for information
  • Complete cheque requests and expense reports (Service Now and Chrome River)
  • General office duties, which may include, copying, filing, processing incoming and outgoing mail/email, client and counsel telephone contact
    Other duties as assigned

Skills and Experience:

  • College Diploma or Bachelor's Degree
  • Experience in process flows and process improvement
  • Knowledge of Immigration Case Management Systems (INSZoom) and Federal IRCC Portal Accounts (preferred)
  • Knowledge of relevant IT packages; e.g. Document Management Systems, collaborative project management tools like Microsoft Teams, Microsoft Office (including Excel)
  • Strong verbal and written communication and relationship-building skills
  • Ability to work collaboratively with multiple stakeholders in a team environment
  • Basic knowledge of data visualization and associated tools (e.g. Excel charting, Viso, Tableau)
  • Ability to analyze datasets to identify trends, issues and gaps
  • Attention to detail 
  • Strong organization, records management and data reporting skills