Migration Assistant

Position Description

Position Title: Migration Assistant (Remote)
Business Name: Hawks Immigration and Education
Work Location: Remote (Philippines-based)
Employment Type: Full-time

1. Purpose of the Role

The Migration Assistant (Remote) supports the Registered Migration Agent in Australia in the preparation, management, and lodgement of visa, nomination, and sponsorship applications. The role is responsible for ensuring that all client matters are handled efficiently, accurately, and in compliance with the Migration Act 1958, Migration Regulations 1994, and relevant policy guidelines.

The position plays a critical role in maintaining high-quality client service standards, ensuring timely application processing, and supporting the overall operational efficiency of the business. The role requires a high level of written communication and research capability to support the preparation of detailed and well-substantiated submissions in accordance with migration legislation and policy.

2. Key Duties and Responsibilities
2.1 Visa and Nomination Application Support
Assist in the preparation and drafting of visa applications, nomination applications, sponsorship applications, and skills assessment submissions
Compile, review, and organise supporting documentation in accordance with legislative and policy requirements
Prepare document checklists, submission letters, and application forms
Upload and manage applications through ImmiAccount
2.2 Client File Management and Case Tracking
Create and maintain accurate electronic client files using cloud-based systems
Monitor application progress and maintain internal tracking systems
Record detailed case notes and ensure proper document management
Track key deadlines including visa expiry dates, RFIs, and nomination validity periods
2.3 Client Communication and Support
Liaise with clients via email, phone, and virtual platforms
Request documents and provide updates on application progress
Respond to general enquiries under supervision of the Registered Migration Agent
Schedule virtual consultations and follow up on outstanding items
2.4 Liaison with External Stakeholders
Communicate with:
Department of Home Affairs (Australia)
State migration authorities (including SA DAMA stakeholders)
Skills assessment bodies (e.g. TRA, VETASSESS)
Employers and business clients
Follow up on application status, RFIs, and outcomes
2.5 Compliance and Documentation Review
Review applications and documents for accuracy, completeness, and consistency
Identify gaps, inconsistencies, or missing information
Assist in preparing responses to RFIs and procedural fairness correspondence
Ensure compliance with migration legislation and internal quality standards
2.6 Administrative and Office Support
Manage incoming and outgoing correspondence
Perform document uploading, filing, and digital record management
Maintain client databases and internal tracking systems
Provide administrative support to the migration team
2.7 Research and Drafting Support
Conduct detailed research on visa criteria, legislative instruments, and policy updates
Analyse information and assist in preparing high-quality written submissions
Draft professional documents, including:
Submission letters
Employer support statements
Labour Market Testing summaries
DAMA and Labour Agreement documentation
Ensure all written materials are clear, structured, and aligned with regulatory requirements
2.8 Team Support and Workflow Coordination
Work collaboratively with the Australian-based Registered Migration Agent
Assist in managing multiple applications simultaneously
Contribute to improving internal templates and workflows
Support onboarding and internal training where required
3. Skills and Competencies

The successful candidate will demonstrate:

High level of written English skills, with the ability to produce clear, professional, and structured documentation
Advanced research skills, including the ability to interpret legislation and policy and apply them to client matters
Ability to synthesise complex information into concise and well-reasoned submissions
Strong attention to detail and accuracy
Excellent organisational and time management skills
Ability to manage multiple tasks and meet strict deadlines
Strong analytical and problem-solving skills
Proficiency in Microsoft Office and cloud-based systems
Strong digital literacy and ability to work effectively in a remote environment
Ability to work independently and within a cross-border team
High level of professionalism, integrity, and confidentiality
4. Qualifications and Experience
4.1 Essential Requirements
Bachelor’s degree or higher qualification in Contract Management, Business Administration, Legal Studies, or a related field
Demonstrated experience in administrative, legal support, or documentation-focused roles
Strong computer literacy and experience working in remote environments
4.2 Desirable Requirements
Experience in a migration agency or legal practice
Knowledge of Australian visa frameworks, including employer-sponsored and skilled migration pathways
Familiarity with ImmiAccount and migration processes
Experience in drafting formal submissions, reports, or professional correspondence
5. Remote Work Requirements
Reliable high-speed internet connection suitable for video conferencing and cloud-based systems
Mandatory dual-screen (two monitors) setup
Dedicated and secure home office environment
Ability to work in alignment with Australian business hours (Adelaide time), where required
Proficiency in virtual communication tools such as Microsoft Teams and Zoom
6. Compliance and Professional Requirements
The role operates under the supervision of a Registered Migration Agent in Australia
The Migration Assistant must not provide independent immigration advice unless registered
Strict adherence to confidentiality, data protection, and privacy obligations is required
7. Reporting Line

The Migration Assistant reports directly to the Registered Migration Agent / Director of Hawks Immigration and Education

8. Work Environment

This is a fully remote role requiring the management of multiple client matters in a fast-paced, deadline-driven environment, with ongoing virtual collaboration with an Australia-based team.

Summary

This position is integral to the delivery of high-quality migration services at Hawks Immigration. The Migration Assistant (Remote) ensures applications are accurate, compliant, and professionally prepared, while supporting efficient case management. The role requires strong administrative capability supported by advanced writing and research skills within a structured remote working environment.

An appropriate salary package will be offered to the selected candidate reflecting skills, qualifications and experience.

Please answer the following screening questions in your cover letter:
Screening Questions – Migration Assistant (Remote)
1. Writing and Communication Skills
Describe your experience in professional writing. What types of documents have you prepared (e.g. reports, submissions, formal correspondence)?
Provide an example of a complex topic you have explained in writing. How did you ensure clarity and structure?
What steps do you take to ensure your written work is accurate, professional, and free from errors?
2. Research and Analytical Skills
Describe your experience in conducting research for work or academic purposes. What sources and methods do you typically use?
How would you approach understanding a new set of rules or regulations (for example, visa criteria)?
Provide an example where you had to analyse information and identify missing or inconsistent details.
3. Migration / Legal Knowledge (if applicable)
Do you have any experience with Australian visa processes? If yes, provide details.
Are you familiar with systems such as ImmiAccount or similar online application portals?
What is your understanding of document compliance and why is it important in application-based work?
4. Administrative and Technical Skills
What systems or tools have you used for document management and case tracking?
How do you manage multiple tasks and deadlines across different projects?
What is your level of proficiency in Microsoft Office (Word, Excel, Outlook)?
5. Attention to Detail and Accuracy
Describe a situation where you identified an error or missing information in a document. What did you do?
What methods do you use to ensure accuracy when handling large volumes of documents?
6. Remote Work Readiness
Confirm your current workstation setup, including number of monitors and internet speed.
Are you able to work during Adelaide, Australia business hours?
What tools have you used to communicate and collaborate in a remote work environment?
7. Professional Conduct and Suitability
Why are you interested in working in the migration or legal services field?
How do you handle confidential or sensitive information?
Why do you believe you are suitable for this role?