Front Desk Receptionist

Required Front Desk Receptionist.

About the Role

We are seeking a professional, organized, and client-focused Front Desk Receptionist to join our immigration firm. The successful candidate will be the first point of contact for clients and visitors, ensuring a welcoming and professional experience while supporting the firm's daily administrative operations.

The ideal candidate has excellent communication skills, strong attention to detail, and the ability to manage multiple tasks in a busy office environment. Previous experience in an immigration, legal, or professional services office is an asset.

Key Responsibilities

Reception and Client Service

• Greet clients and visitors professionally and manage front desk activities.
• Answer incoming phone calls, respond to general inquiries, and direct calls to the appropriate team member.
• Schedule client consultations, appointments, and meetings.
• Confirm appointments and follow up with clients regarding scheduling.
• Receive and direct emails, correspondence, courier deliveries, and documents.

Administrative Support

• Maintain client appointment calendars and assist with daily office coordination.
• Scan, print, photocopy, organize, and file documents.
• Assist with data entry and maintain accurate electronic and physical records.
• Send appointment confirmations, reminders, and document checklists using approved templates.
• Monitor office supplies and assist with general office administration.
• Support the immigration casework team with administrative tasks as required.

Client Communication and Document Coordination

• Provide clients with general information about appointment procedures and document submission requirements using firm-approved instructions.
• Follow up with clients regarding missing documents or outstanding administrative requirements.
• Receive, label, organize, and route client documents to the appropriate caseworker.
• Ensure client information and documents are handled securely and confidentially.
• Refer questions requiring immigration advice or case-specific decisions to the authorized professional.

Office Operations

• Maintain a clean, organized, and professional reception area.
• Assist with opening and closing office procedures, where required.
• Coordinate meeting rooms and prepare for client appointments.
• Perform other administrative duties as reasonably assigned.

Experience and Qualifications

· College diploma in arts or business

· Minimum 1-year experience front desk experience.

· Excellent communication skills - experience managing effective and timely communications, thus ensuring the highest quality of customer service;

· Ability to listen, empathize, build rapport and connect with existing clients, as well as the ability to set and manage client expectations;

· Strong interpersonal skills, with the ability to build and maintain healthy client relations;

· Demonstrated expertise and efficiency with case management, time management, multi-tasking, and problem-solving abilities.

Job Type: Full Time,

Schedule: Monday to Saturday 10 am to 6 pm

Work remotely: No | Salary: Will commensurate with education and experience

Please email your updated resume and cover letter mentioning on how you meet the job requirements.

Schedule:

• 7.5 hour shift

Job Types: Full-time, Permanent

Experience:

• Immigration : 1 year (required)

Work Location: In person

Pay: $18.00-$22.00 per hour

Expected hours: 44.0 per week

Work Location: In person