About the Role
We are seeking an experienced Migration Administrator and Receptionist to join our immigration law firm. You will be the first point of contact for clients and prospective clients, while also providing critical administrative support to our migration agents and lawyers, managing visa application files, client correspondence, and case documentation from enquiry through to lodgement.
This role suits someone with strong administrative discipline, excellent written and verbal communication skills, and the ability to manage multiple client matters and deadlines simultaneously in a fast-paced immigration practice.
Key Responsibilities
Client Communication & Follow-Up
- Serve as the initial point of contact for clients, welcoming visitors and managing front-of-house operations
- Manage inbound calls, emails and web enquiries from prospective and existing clients
- Proactively follow up with clients regarding outstanding documents, application status and next steps
- Liaise with clients regarding visa timelines, requirements and requests from the Department of Home Affairs
- Draft and send client correspondence, checklists, appointment confirmations and status updates
- Identify and follow up on new business enquiries and referral opportunities
- Provide clear, professional communication while maintaining strict confidentiality on sensitive matters
Documentation, Filing & Case Administration
- Open, maintain and organise client migration files (physical and digital) in line with firm and regulatory record-keeping requirements
- Prepare, format visa application forms, supporting documents and standard migration correspondence
- Track document checklists and ensure client files are complete and submission ready
- Manage incoming and outgoing document lodgements
- Support the Practice Manager and Migration lawyer with file preparation ahead of lodgement and client appointments
- Maintain confidentiality and data security in line with the Privacy Act and firm policy
Front Desk & Office Support
- Maintain a professional, well-presented reception and client meeting area
- Schedule client appointments, migration agent consultations and manage meeting room calendars
- Provide general administrative support to the migration team as required
What We're Looking For
- Prior experience in a reception, administration or paralegal role within a migration agency, immigration law firm, or professional services environment (essential)
- Understanding of, or willingness to quickly learn, basic visa categories and migration application processes
- Confident, professional communicator, written and verbal, with a client-first approach
- Strong organisational skills with meticulous attention to detail, particularly with documentation and deadlines
- Proficient in Microsoft Office (Word, Outlook, Excel) and comfortable learning legal/migration practice management software
- Ability to manage competing priorities and follow up multiple client files at once
- High level of discretion, integrity and sound judgement when handling confidential and sensitive client information
- Registered Migration Agent (RMA) support experience highly regarded, though not essential
Why Join Us
- Established, client-focused immigration law firm with a supportive team culture
- Varied, hands-on role with genuine exposure to migration casework and career development
- Work alongside experienced migration agents and legal professionals
- Environment where accuracy, initiative and client care are recognised and valued
Pay: From $26.81 per hour
Work Location: In person
