Schedule:
Remote position (paid 37.5 hours per week) with unpaid 30 mins lunch break scheduling (12-12:30 p.m.)
Eastern Time Zone schedule: Monday through Friday (9 AM - 5 PM) 
Client Timezone: PST - Canada

Client Overview
Join a dynamic and growing immigration and refugee law firm that makes a meaningful difference in people’s lives every day. This specialized practice focuses exclusively on helping immigrants and refugees navigate their journey to building new lives, providing crucial legal support during some of the most important moments in their clients’ lives. The firm operates with cutting-edge legal technology and maintains a supportive, growth-oriented environment where your contributions directly impact both the business success and the lives of diverse clients from worldwide.

Scope:

• Focus on immigration and refugee law practice area
  
• Access to comprehensive software training including Clio and law firm software
  
• Opportunity to work with diverse immigrant population requiring cultural sensitivity

Job Description
This is an exciting opportunity to become the backbone of a thriving immigration law practice where no two days are the same. You’ll work directly with the firm owner in a collaborative environment, managing everything from client communications and legal document preparation to financial operations and workflow coordination. As the firm’s trusted administrative partner, you’ll gain valuable exposure to Canadian immigration law while building expertise in legal practice management. With the firm positioned for significant growth over the next year, this role offers exceptional potential for professional development and increased responsibilities as you grow alongside the practice.

Responsibilities 

• Manage firm emails and maintain a well-organized digital filing system (via Clio Grow, Clio
• Manage, Motion, OneDrive and other software)
  
• Monitor the principal lawyer’s email inbox and assist with prioritizing and organizing messages 
  
• Arrange the principal lawyer’s daily schedule, including appointments, court appearances, and internal deadlines
  
• Record and track the lawyers' and clerks’ billable time based on email correspondence and calendar activities
  
• Prepare retainer agreements and client consents using firm templates
  
• Draft legal and administrative documents and forms with accuracy and attention to formatting based on clients’ information and firm templates for lawyer’s review
  
• Handle general bookkeeping in Clio including: log disbursements, issuing invoices, tracking payments, and saving all receipts for firm’s bookkeeper and accountant 
  
• Use CRM and CMS systems to manage client information and workflow
  
• Coordinate the principal lawyer’s business travel arrangements and assist with calendar management
  
• Prepare professional presentations and support internal project coordination
  
• Provide document translation and multilingual communication assistance
  
• Offer administrative support to legal clerks and assist with case follow-up tasks as needed
  
• Serve as the first point of contact for new client inquiries via email and phone
  
• Conduct intake calls and qualify leads for consultations and retainers
  
• Collect and verify client identification and required documentation
  
• Confirm appointments, send reminders via Clio (text messages and emails), and ensure timely follow-up communication
  
• Collect due payments and maintain accurate payment and billing records
  
• Generate referrals from satisfied clients and support client relationship development
  
• Make occasional cold calls to follow up on leads and re-engage past contacts
  
• Navigate Clio for client file tracking, workflow automation, and intake pipeline management
  
• Process client payments including e-transfers, credit card transactions, and expense reimbursements
  
• Support firm marketing by scheduling and posting pre-prepared content to the firm’s website and social media platforms (LinkedIn, Instagram, YouTube, Twitter, etc)
  
• Monitor and update task lists within Clio to ensure timely follow-up and no missed steps in client files
• Coordinate with other team members to ensure smooth workflow and support across legal and administrative function

Requirements

• Strong attention to detail and ability to follow established processes
  
• Fluency in Mandarin and English
  
• Computer proficiency with Microsoft Office suite
  
• Ability to work independently with minimal supervision after initial training period
  
• Preference for candidates with some legal administrative experience, though entry-level candidates will be considered
  
• Strong work ethic and commitment to long-term employment for at least one year
  
• Availability to work 37.5 hours per week during Eastern Time business hours (9 AM - 5 PM)
  
• Reliable internet connection and professional home office setup with a computer/laptop for work

Independent Contractor Perks

• HMO Coverage for eligible locations
• Permanent work from home
  
• Immediate hiring