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Immigration Office Manager Intern
Sault Ste. Marie
Office & Administration,
Executive and Management,
Other
POSTED:
2 days ago
Employer:
iCA
ES Job ID:
15956
Closing Date:
November 15, 2024
Duration:
Full Time
,
Temporary
Job Description:
Immigration Office Manager Intern
35 hours per week
Start date: Jan 2, 2025 (52 week contract) *not eligible for hybrid/remote work
Intercultural Avec Immigration Inc. (iCA) provides a supportive and dynamic work environment with lots of opportunity to learn about immigration and contribute to a positive experience for newcomers. The company is located in Sault Ste. Marie, Ontario where the team provides
immigration services to employers and foreign nationals, admission services to Canadian institutions, and integration support services such as job coaching and intercultural training. The Immigration Office Manager Intern position is a full-time contract at the Sault Ste. Marie office. We are looking for an energetic individual who wants to provide a positive experience to iCA clients and uplifting supervision to the team.
Client Service Duties
- Client inquiry resolution: lead on triaging and replying to email and phone inquiries.
- Initial Consultation Preparation: assist in the booking of consultations, collect client documentation, attend consultations upon request, prepare tailored reports and correspondence
- Client Onboarding: Facilitate the onboarding process for new clients, including initial assessments of their immigration needs
- Immigration File Preparation: Prepare and conduct research for immigration files, ensuring all required documentation is complete and accurate for timely submission. (file management will be limited for the duration of the contract)
- Record Keeping: Maintain detailed and confidential records of client interactions, case statuses, and documentation, ensuring compliance with data protection regulations.
- Policy and Program Knowledge: Stay informed about changes in immigration programs, policies, and temporary regulations, and communicate these updates to clients as necessary.
- Client Advocacy: Serve as an advocate on behalf of clients throughout the immigration process, addressing their concerns, answering queries, and providing guidance.
- Record Keeping: Maintain detailed and confidential records of client interactions, case statuses, and documentation, ensuring compliance with data protection regulations.
- Event Planning: Plan and organize events, both within the organization and in partnership with community partners, to provide public education and promote immigration services
- Reporting: Prepare reports and updates on client cases/consultations for internal and external reporting purposes, ensuring transparency and accountability.
Supervision duties
- Oversee the client service flow, ensure efficiency and quality service at all levels
- Review and evaluate office procedures for optimal efficiency, revise with approval from supervisor
- Team coordination: establish priorities, oversee scheduling, distribute workload, delegation of special projects, auditing the client files of the team
- Sales: Responsible to meet monthly targets and support File Managers in meeting theirs
- Provide training to the team and create manuals on the use of all client information and office systems; responsible for creating efficiencies within and across systems.
- Quoting service for clients and issuing contracts, monitoring payments and file submissions to report to direct supervisor
- Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- Conduct analyses related to regulatory obligations, budgeting, client conversion, and project planning.
35 hours per week
Start date: Jan 2, 2025 (52 week contract) *not eligible for hybrid/remote work
Intercultural Avec Immigration Inc. (iCA) provides a supportive and dynamic work environment with lots of opportunity to learn about immigration and contribute to a positive experience for newcomers. The company is located in Sault Ste. Marie, Ontario where the team provides
immigration services to employers and foreign nationals, admission services to Canadian institutions, and integration support services such as job coaching and intercultural training. The Immigration Office Manager Intern position is a full-time contract at the Sault Ste. Marie office. We are looking for an energetic individual who wants to provide a positive experience to iCA clients and uplifting supervision to the team.
Client Service Duties
- Client inquiry resolution: lead on triaging and replying to email and phone inquiries.
- Initial Consultation Preparation: assist in the booking of consultations, collect client documentation, attend consultations upon request, prepare tailored reports and correspondence
- Client Onboarding: Facilitate the onboarding process for new clients, including initial assessments of their immigration needs
- Immigration File Preparation: Prepare and conduct research for immigration files, ensuring all required documentation is complete and accurate for timely submission. (file management will be limited for the duration of the contract)
- Record Keeping: Maintain detailed and confidential records of client interactions, case statuses, and documentation, ensuring compliance with data protection regulations.
- Policy and Program Knowledge: Stay informed about changes in immigration programs, policies, and temporary regulations, and communicate these updates to clients as necessary.
- Client Advocacy: Serve as an advocate on behalf of clients throughout the immigration process, addressing their concerns, answering queries, and providing guidance.
- Record Keeping: Maintain detailed and confidential records of client interactions, case statuses, and documentation, ensuring compliance with data protection regulations.
- Event Planning: Plan and organize events, both within the organization and in partnership with community partners, to provide public education and promote immigration services
- Reporting: Prepare reports and updates on client cases/consultations for internal and external reporting purposes, ensuring transparency and accountability.
Supervision duties
- Oversee the client service flow, ensure efficiency and quality service at all levels
- Review and evaluate office procedures for optimal efficiency, revise with approval from supervisor
- Team coordination: establish priorities, oversee scheduling, distribute workload, delegation of special projects, auditing the client files of the team
- Sales: Responsible to meet monthly targets and support File Managers in meeting theirs
- Provide training to the team and create manuals on the use of all client information and office systems; responsible for creating efficiencies within and across systems.
- Quoting service for clients and issuing contracts, monitoring payments and file submissions to report to direct supervisor
- Coordinate and plan for office services, such as accommodation, relocations, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
- Conduct analyses related to regulatory obligations, budgeting, client conversion, and project planning.
Required Skills:
Relevant Diploma/Degree (or relevant credential/experience)
- Demonstrated results in achieving results
- Knowledge of Canadian immigration system
- Exceptional English communication skills, second language an asset
- Demonstrated results in achieving results
- Knowledge of Canadian immigration system
- Exceptional English communication skills, second language an asset
Requirements:
Candidates must meet the eligibility requirements for the Internship:
- new entrant into the workforce, transitioning to a new career, or unemployed/underemployed and entering a new field;
- has not previously participated in a NOHFC-funded internship;
- is at least 18 years of age
- resides and is legally entitled to work in Canada
This opportunity is proudly supported by Northern Ontario Heritage Fund Corporation and is
funded through the Workforce Development Program. Eligibility requirements of the program
can be found here:
https://nohfc.ca/en/pages/programs/people-talent-program/workforce-development-stream
- new entrant into the workforce, transitioning to a new career, or unemployed/underemployed and entering a new field;
- has not previously participated in a NOHFC-funded internship;
- is at least 18 years of age
- resides and is legally entitled to work in Canada
This opportunity is proudly supported by Northern Ontario Heritage Fund Corporation and is
funded through the Workforce Development Program. Eligibility requirements of the program
can be found here:
https://nohfc.ca/en/pages/programs/people-talent-program/workforce-development-stream
How to Apply:
Email cover letter and resume to [email protected] before Nov 15th, 2024 at 11:59pm noting the following in the subject line: application Immigration Office Manager Intern position at iCA_(add your full legal name).