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About the Role

This role provides essential administrative and operational support to legal professionals, helping ensure the efficient handling of correspondence, documentation, office logistics, and day-to-day business operations within an immigration law team.

Responsibilities

Process incoming mail, including logging, scanning, tracking, and distributing legal and immigration-related correspondence.
Monitor incoming faxes and other communications and ensure timely distribution to the appropriate legal professionals.
Prepare courier shipments, generate waybills, track deliveries, and coordinate with courier providers to resolve shipping or delivery issues.
Print, scan, copy, organize, and manage immigration application materials and supporting documentation.
Maintain accurate electronic and physical records in accordance with established processes and confidentiality requirements.
Coordinate with internal business support teams and external vendors to support administrative and office operations.
Support office facilities activities, including maintenance requests, office equipment coordination, supply needs, and communication with building management.
Assist with administrative projects, office logistics, and other operational support activities as required.

Requirements

Experience working in a law firm, legal services environment, professional services organization, or other document-intensive environment is preferred.
Experience supporting high-volume administrative or operational activities.
Strong organizational and time-management skills with exceptional attention to detail.
Ability to manage multiple priorities, follow established processes, and meet deadlines.
Excellent verbal and written communication skills.
Proficiency with Microsoft Office applications and experience working with document management or similar business systems.
Proven ability to handle confidential and sensitive information with discretion.
Strong interpersonal skills and the ability to work effectively with legal professionals, internal teams, external vendors, and other stakeholders.
Demonstrated reliability and ability to work independently while contributing to a collaborative team environment.

Skills

Microsoft Office applications
Document management systems
Interpersonal skills
Organizational skills
Time-management skills
Attention to detail
Verbal communication skills
Written communication skills

Location

Toronto, ON

Work Type

Full-time
In-office

Experience Level

3 years of experience in an administrative, legal support, office operations, or business operations role.

Education Level

High School Diploma or equivalent

Salary/Compensations

CAD $50,000 to $60,000

About the Company

Vialto Partners is committed to fostering an inclusive and diverse workplace.

Equal Opportunity

We provide equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, gender identity or expression, sexual orientation, national origin, age, disability, veteran status, or any other legally protected characteristic.
Please note that artificial intelligence (AI) may be used as part of the recruitment and selection process. Any use of AI is implemented in accordance with applicable laws and our commitment to fair and equitable hiring practices.