Position Summary
We are looking for an organized, detail-oriented, and highly trainable Administrative Assistant to support clients navigating a dual citizenship, immigration, and documentation process.
The role will primarily involve written client communication, document coordination, process tracking, and administrative follow-through. The successful candidate will work remotely with an international team and will support mostly US-based clients.
This position does not require prior experience in citizenship, immigration, or legal documentation. Training will be provided. The ideal candidate should be smart, proactive, computer-savvy, professional, and able to learn new processes quickly.
Job Details
Work set up: Work from Home until further notice (Candidate must be open to a possible hybrid setup in the future, approximately twice per week onsite)
Schedule: Monday to Friday, 11:00 AM to 8:00 PM Manila Time
Holiday: Will follow PH Holidays
Responsibilities
- Communicate with clients primarily through email regarding their process, documents, updates, and next steps.
- Provide clear, professional, and timely updates to clients.
- Assist clients in understanding process requirements, document steps, and pending actions.
- Coordinate the procurement and tracking of required documents.
- Provide instructions to internal team members responsible for document collection or processing.
- Monitor document status and follow up on pending items.
- Maintain accurate records of client communications, requirements, and process updates.
- Organize and manage administrative tasks related to client cases.
- Use online tools, email platforms, video conferencing tools, and productivity software to complete daily work.
- Support the team leader with day-to-day administrative and client support tasks.
- Learn and follow the company's internal processes and workflows.
- Conduct basic research or independent follow-through when required.
- Escalate client concerns, unclear requirements, or process issues to the appropriate team member.
- Maintain high attention to detail when handling client information and documentation.
- Represent the company professionally during occasional phone or video calls.
- Maintain a professional appearance and appropriate background during video meetings.
Qualifications
- 1 to 3 years of experience in administrative, customer support, client coordination, or back-office work.
- Excellent written and verbal English communication skills.
- Strong email writing skills and ability to communicate professionally with clients.
- High attention to detail and accuracy.
- Strong organizational and time management skills.
- Comfortable working with computers, online platforms, email, and productivity tools.
- Ability to learn new processes quickly.
- Able to work independently after training and follow instructions with minimal supervision.
- Proactive, curious, and willing to ask questions when clarification is needed.
- Prior experience in citizenship, immigration, or legal documentation is not required.
- Comfortable communicating with international clients, especially US-based clients.
- Professional demeanor for occasional phone, Zoom, or Google Meet calls.
