Administrative Assistant / Receptionist Jobs

About GV Immigration Services:

GV Immigration Services is a leading immigration consultancy firm based out of Brampton, ON that specializes in providing expert assistance and support to individuals and families navigating the complex immigration process.

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GV Immigration Services is currently seeking a highly organized and customer-oriented individual to join our team as an Administrative Assistant /Receptionist. In this role, you will be the face of our company, responsible for providing exceptional administrative support and creating a welcoming atmosphere for all clients and visitors. Building rapport with clients is a vital aspect of this position to ensure a positive and memorable experience.

Responsibilities:

Reception and Communication Management:

• Monitor and respond to emails, correspondence, and faxes in a timely manner.
• Greet and welcome all clients, visitors, and callers with a friendly and professional demeanor.
• Answer and route incoming phone calls, taking detailed messages when required, and forwarding calls to the appropriate staff members.

Mail Handling and Office Organization:

• Prepare outgoing mail and packages, ensuring accurate addressing and appropriate postage.
• Receive, sort, and distribute incoming mail, packages, and deliveries efficiently.
• Maintain the reception area and office space in a tidy and organized manner.

Client Support and Information Management:

• Assist immigration consultants during client consultations by providing necessary paperwork and forms.
• Review and verify client-provided documents for accuracy and completeness, requesting revisions when necessary.
• Handle client inquiries and requests for information, providing knowledgeable and courteous responses.

Administrative Tasks:

• Maintain both soft and hard copies of letters, memos, requests, and other documents in an organized filing system.
• Prepare and edit various documents, reports, and correspondence for internal and external distribution.
• Maintain and update the schedules and diaries of management personnel, arranging appointments, meetings, and events to optimize their time effectively.
• Retrieve documents from the filing system as needed, ensuring confidentiality and data security.
• Collaborate with the accounts department to manage accounts receivables efficiently, including invoicing, recording transactions, and assisting in resolving any payment-related inquiries.
• Assist in making travel arrangements for employees and management, including flight bookings and hotel reservations, ensuring travel plans align with company policies and preferences.

Office Supplies and Equipment Management:

• Monitor office supplies inventory and place orders as needed, ensuring a well-stocked and efficient workplace.
• Ensure that office equipment, such as computers, printers, and scanners, are properly maintained and serviced.

Qualifications:

• Proven experience as an administrative assistant, receptionist, or in a similar role is advantageous.
• A positive attitude and a natural inclination to build rapport with clients and colleagues.
• Excellent interpersonal and communication skills, with a friendly and approachable personality.
• Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and general computer skills.
• Knowledge of immigration services or related fields is a plus, but not mandatory.
• Strong organizational abilities and the capability to handle multiple tasks effectively.
• High attention to detail in handling paperwork and managing client information.

How to Apply:

Please submit your updated resume and a compelling cover letter to [email protected] with the subject line "Administrative Assistant /Receptionist Application."

GV Immigration Services is an equal-opportunity employer committed to diversity and inclusion. Candidates from all backgrounds are encouraged to apply. Only shortlisted candidates will be contacted for further steps in the hiring process.