Immigration and Office Administrator

Immigration and Office Administrator (Immigration and Recruitment)

Black Pen Immigration is a premier immigration consultancy offering expert guidance and administrative support to individuals and organisations navigating the South African immigration landscape. Black Pen Recruitment is a global recruitment agency specialising in connecting top talent with leading companies across fintech, digital, and professional services sectors.

Across both entities, we pride ourselves on delivering client-centric, compliant, and high-quality services grounded in operational excellence and rigorous attention to detail.

Role Overview

We are seeking a highly organised, detail-driven, and proactive Administrative and Office Assistant to provide robust operational support across our immigration and recruitment teams. This individual will play a pivotal role in maintaining efficient office workflows, supporting case managers and recruiters, managing documentation, and ensuring a seamless client experience. A willingness to learn, coupled with strong administrative capability and excellent communication skills, will be essential for success in this role.

Department:
Immigration and Recruitment

Company:
Black Pen Immigration & Black Pen Recruitment

Job Type:
Full-time Permanent

Location:
Onsite

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

Reporting To:
Immigration Manager / Recruitment Manager

Requirements

• 3 to 5 years of administrative experience, ideally within a legal, immigration, consultancy, or recruitment environment
• Preferably a qualification in Law, Business Administration, or a related field
• Strong organisational and multitasking abilities with the capacity to meet tight deadlines
• Excellent written and verbal communication skills in English; additional languages advantageous
• Proficiency in Microsoft Office applications (Word, Excel, Outlook) and comfort working with CRM or case management software
• High attention to detail with the ability to handle confidential information professionally
• Ability to work independently while contributing effectively in a collaborative, fast-paced team setting
• Prior experience in immigration administration, legal support, recruitment coordination, or customer service will be advantageous

Responsibilities

Administrative and Office Support

• Manage daily administrative activities including data entry, document filing, inbox management, and office coordination
• Schedule meetings, manage calendars, and coordinate internal and external appointments
• Prepare reports, maintain operational trackers, and support office logistics

Immigration Case Support (Black Pen Immigration)

• Assist with preparing, processing, and organising immigration applications and supporting documents
• Maintain and update client case files with accuracy and confidentiality
• Track deadlines, gather required documentation, and ensure timely follow-up with clients
• Communicate with government departments, embassies, and external stakeholders as instructed
• Conduct research on immigration legislation, policy updates, and case requirements

Recruitment Support (Black Pen Recruitment)

• Support recruiters by drafting email correspondence, organising candidate files, and managing candidate pipelines
• Coordinate interviews, follow-ups, and documentation for client submissions
• Ensure accurate and compliant record-keeping for all recruitment processes

Client Service & Communication

• Serve as a friendly, professional point of contact for walk-in clients, calls, and email enquiries
• Support consultants with correspondence, case notes, and workflow prioritisation
• Uphold service excellence by ensuring timely responses and consistent follow-through on all administrative tasks