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- Tasks: Join our team as an Immigration Client Intake Specialist, handling case initiations and client communications.
- Company: Ogletree Deakins is a leading firm in Business Immigration, serving clients from Fortune 500 companies to small businesses.
- Benefits: Enjoy a collaborative work environment, continuous training, and opportunities for professional growth.
- Why this job: Be part of a dynamic team that values diversity and offers impactful work in the legal field.
- Qualifications: 2+ years of office experience preferred; a Bachelor's degree is a plus.
- Other info: Flexible hours may be required to meet firm objectives; no outside recruiters, please.
The predicted salary is between 28800 - 43200 £ per year.
Our Belfast office has an opportunity for a Business Immigration Client Intake Specialist to join their fast-paced business immigration practice! The Intake Specialist is responsible for performing a variety of duties centered on new case initiations based upon client requests. Duties include, but may not be limited to:
- Communicating with client contacts to intake all necessary information for file creation, case assignment, documentation, and billing.
- Maintaining internal status updates relating to intake cases.
- Inputting data into VisaTrax/InsZoom.
- Collating documentation for the physical file.
We offer a collegial, collaborative, challenging, and growth-focused work environment with innovative technology, customized resources and processes, and continuous skill-based training and professional development.
Essential Functions
- Coordinate and schedule calls and maintain attorney(s) calendar.
- Copy and assemble case files.
- Scan and save case files to the firm document management system.
- Monitor inbox for incoming visa requests.
- Process initiation requests by entering them into VisaTrax/Zoom; send necessary questionnaires to the Visa Beneficiary (VB) and US managers to complete and return to Ogletree Deakins.
- Use firm systems to create client-matter billing numbers and file barcodes.
- Initiate extension cases assigned.
- File creation, including requesting client matter numbers via Workflow.
- Follow up daily with VBs and US managers for any documentation and/or questionnaires that have not been submitted.
- Update case status daily.
- Scan and submit requests for educational evaluations.
- Assemble case files for attorney review.
- Update VisaTrax/InsZoom once the evaluation is received.
- Assign to the case manager for processing.
- Process and respond to a high volume of client inquiries (e.g. timeframe of filing, explanation about questionnaires, status updates, and document verification).
- Close files that will not continue to be processed.
Requirements
- 2+ years of office/administrative experience is preferred.
- Bachelor’s degree from an accredited college/university is preferred.
- Flexibility to work additional hours when necessary to reach Firm objectives.
- Must have the ability to work well with a team and independently.
- Must be able to achieve basic proficiency in Outlook, Word, Excel, InsZoom/VisaTrax, and DMS within a reasonable training period.
Please note, we are not working with outside recruiters for this position.
Firm Overview
Ogletree Deakins has one of the largest Business Immigration practices in the United States and provides a wide range of legal services for employers seeking temporary business visas and permanent residence on behalf of foreign national employees. We provide comprehensive immigration services to clients of all sizes, including numerous Fortune 500 companies. Our practice is designed to provide superior client service at competitive fixed fee rates. Our attorneys are proactive in handling client matters, from case initiation to case strategy/planning to the successful completion of the case, always remaining accessible to all of our clients. We are fully committed to the importance of diversity within the legal profession, as well as all workplace environments and strongly encourage the interest of diverse candidates in the firm. Equal Opportunity Employer.
Immigration Client Intake Specialist employer: Ogletree Deakins
Contact Detail:
Ogletree Deakins Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Immigration Client Intake Specialist
✨Tip Number 1
Familiarise yourself with the specific software mentioned in the job description, such as VisaTrax and InsZoom. Having a basic understanding of these systems will not only boost your confidence but also show us that you're proactive and ready to hit the ground running.
✨Tip Number 2
Highlight any experience you have in managing client communications or handling administrative tasks. This role requires excellent organisational skills, so demonstrating your ability to coordinate schedules and manage multiple inquiries will make you stand out.
✨Tip Number 3
Showcase your teamwork skills during any interactions with us. Since the role involves working closely with attorneys and clients, emphasising your ability to collaborate effectively will be key in landing this position.
✨Tip Number 4
Be prepared to discuss your flexibility and willingness to work additional hours if needed. This shows us that you're committed to achieving firm objectives and are ready to contribute to our fast-paced environment.
We think you need these skills to ace Immigration Client Intake Specialist
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience, especially in office or administrative roles. Emphasise any experience with client communication, data entry, and document management systems like VisaTrax or InsZoom.
Craft a Strong Cover Letter: Write a cover letter that specifically addresses the responsibilities of the Immigration Client Intake Specialist role. Mention your ability to handle high volumes of inquiries and your experience in coordinating schedules and managing documentation.
Showcase Your Skills: In your application, clearly outline your proficiency in Microsoft Office and any relevant software. Highlight your organisational skills and ability to work both independently and as part of a team.
Follow Up: After submitting your application, consider sending a polite follow-up email to express your continued interest in the position. This shows initiative and enthusiasm for the role.
How to prepare for a job interview at Ogletree Deakins
✨Know the Role Inside Out
Make sure you thoroughly understand the responsibilities of an Immigration Client Intake Specialist. Familiarise yourself with the specific tasks mentioned in the job description, such as data entry into VisaTrax/InsZoom and managing client communications.
✨Demonstrate Your Organisational Skills
Since the role involves coordinating calls and maintaining calendars, be prepared to discuss your organisational strategies. Share examples from your past experiences where you successfully managed multiple tasks or projects simultaneously.
✨Showcase Your Communication Skills
Effective communication is key in this role. Be ready to provide examples of how you've handled client inquiries or collaborated with team members. Highlight any experience you have in a fast-paced environment where clear communication was essential.
✨Emphasise Your Adaptability
The job requires flexibility and the ability to work both independently and as part of a team. Prepare to discuss situations where you've had to adapt to changing circumstances or take on new challenges, showcasing your willingness to learn and grow.
