Document Collection Specialist

ROLE PURPOSE

The primary responsibility of the Document Collection Specialist is to support the Immigration Consultancy office by ensuring that all necessary documentation for visa applications is meticulously gathered, verified, and ready for final submission. This role is critical in guaranteeing that all immigration paperwork meets the highest standards of accuracy and completeness before being sent for processing. A focus on detail, thorough review, and a proactive approach are essential for success in this role.

The Document Collection Specialist will work closely with clients throughout the process, providing them with expert guidance to ensure that all necessary documents are acquired and compliant with immigration regulations.

KEY ACCOUNTABILITIES. RESPONSIBILITIES OF ROLE

Case Officer: 

Take full ownership of the document collection and verification process for client visa applications, ensuring every piece of documentation is thorough, accurate, and aligned with the application’s requirements.

Review client documentation in detail, checking for completeness, accuracy, and conformity with Canadian immigration standards before submission.

Maintain clear and consistent communication with clients to guide them through the document collection process and address any concerns or questions.

Draft and prepare government application forms, as well as necessary correspondence, including client letters, emails, and internal communications.

Perform regular follow-ups with clients to ensure timely submission of all required documentation.

Ensure that all cases meet established deadlines and communicate progress or issues to the Back Office Manager.

Coordinate and schedule appointments with clients as needed for documentation review or additional information gathering.

Actively participate in team meetings to discuss case statuses, problem resolution, and other tasks as assigned.

Support clients through the final stages of the application process by preparing files for submission and ensuring they are complete and error-free.

KNOWLEDGE, SKILLS, EXPERIENCE REQUIRED

Exceptional Attention to Detail: The ability to meticulously review documents and identify discrepancies or missing information.

Strong Communication Skills: Both written and verbal, with the ability to draft formal letters and emails with clarity and professionalism.

Organizational Skills: Exceptional ability to manage multiple cases at once, prioritize tasks, and meet deadlines.

Immigration Knowledge: Familiarity with Canadian immigration documentation and processes is highly valued.

Tech Proficiency: Advanced skills in Microsoft Office, CRM platforms, and Google Drive for document management and communication.

Analytical Mindset: Strong problem-solving abilities and the capacity to analyze complex information.

Professionalism & Initiative: Mature, career-oriented with the drive to take initiative and work independently.

Multilingual Abilities: Fluency in Spanish and/or French is an advantage but not required.

Experience: Proven experience working in a detail-oriented, environment, ideally with immigration

Clear criminal record