Office and Immigration Law Assistant

Black Pen Immigration is a premier immigration consultancy offering expert guidance and administrative support to individuals and organisations navigating the South African immigration landscape.

Role Overview

We are seeking a highly organised, detail-oriented, and proactive German Speaking Office and Immigration Law Assistant to support our immigration team with administrative, legal, and client service tasks. This role is central to ensuring smooth operational workflows, accurate case management, and a seamless client experience. The successful candidate will demonstrate strong administrative capability, excellent communication skills, and a willingness to learn within a dynamic and fast-paced environment.

Department: Immigration Services

Company: Black Pen Immigration

Job Type: Full time, Permanent

Location: Onsite

Working Hours: 08:00 to 17:00 (40 hours per week)

Reporting To: Immigration Manager

Requirements

• 3 to 5 years of administrative experience, ideally within a legal, immigration, or consultancy environment
• A qualification in Law, Business Administration, or a related field is preferred
• Exceptional organisational skills with the ability to prioritise and manage multiple deadlines
• High level of accuracy and attention to detail, especially when handling sensitive or confidential information
• Strong proficiency in Microsoft Office (Word, Excel, Outlook) and comfort navigating case management or CRM systems
• Ability to work independently while contributing positively in a collaborative team setting
• Prior experience in immigration administration, legal support, or client-facing administrative roles is advantageous

Responsibilities

Administrative and Office Support

• Oversee daily administrative tasks including document preparation, data entry, filing, inbox management, and general office coordination
• Manage calendars, schedule meetings, and organise internal and external appointments
• Assist with report preparation, tracker updates, and routine operational documentation
• Support office logistics and contribute to maintaining an organised and efficient working environment

Immigration Case Support

• Assist in the preparation, collation, and processing of immigration applications and supporting documents
• Maintain, update, and organise client case files with accuracy and confidentiality
• Track case timelines, collect required paperwork, and ensure timely follow-ups with clients
• Liaise with government departments, embassies, and external stakeholders as directed
• Conduct research on immigration legislation, procedural updates, and case requirements

Client Service & Communication

• Act as a professional, friendly point of contact for walk-in clients, telephone enquiries, and email communication
• Support consultants with case correspondence, documentation, and workflow prioritisation
• Ensure high-quality service delivery by providing timely responses, accurate information, and consistent follow-through