Documentation Gathering Associate

RESPONSIBILITIES:
Client Engagement & Support
Manage email follow-ups and schedule virtual meetings to assist clients with document requirements
Build strong client relationships by providing clear and supportive guidance
Ensure timely and accurate communication aligned with immigration and school requirements
Record all client interactions and updates in our internal systems (CRM)

Documentation Management
Collect, label, sort, and endorse client documents between processing stages
Review submitted files for completeness and accuracy based on processing checklists
Coordinate across teams to ensure files are prepared for registration or visa lodgement
Maintain organized digital archives, ensuring compliance with privacy standards
Assist with audits and documentation quality checks

Cross-functional Collaboration
Work flexibly between the Registration and Visa teams, depending on process flow needs
Provide support to ensure smooth handovers of client files between departments
Follow timelines and documentation strategies discussed with team leads and managers

Skills & Qualifications:
Bachelor’s degree in any field (preferred: Business Administration, Communications, Education, or related)
Experience in customer service, admin, or documentation support (education/visa consultancy a plus)
Strong attention to detail and document accuracy
Excellent communication skills — both written and verbal
Familiarity with CRM tools and digital filing systems
Highly organized and capable of handling multiple tasks simultaneously
Adaptable, proactive, and collaborative team player
Trustworthy with sensitive client information and documents