Job Description

Operations Support Administrator - Immigration Services

We are seeking a Legal Operations Support Administrator to join our Immigration Law team in Toronto. This role provides essential administrative and operational support to our legal professionals, helping ensure the efficient handling of correspondence, documentation, office logistics, and day-to-day business operations.

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced professional environment where accuracy, confidentiality, and timely follow-through are critical. This position requires full-time, in-office attendance.

Responsibilities for this position include but are not limited to:

• 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.

Qualifications

Minimum Education Required:

• High School Diploma or equivalent.

Minimum Years of Experience:

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

Additional Qualifications:

• 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.

Additional Information

• This is a regular, full-time position based in our Toronto office.
• Office Location: First Canadian Place
• 100 King Street West, Suite 4510
• Toronto, ON M5X 1A9
• Work Schedule: In-office, 5 days per week.
• Compensation: CAD $50,000 to $60,000

Individual salaries are based on education, experience, geographic location, and alignment with market data.

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