Administrative Assistant

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.