I run an established Canadian document services company and am looking for someone based in Canada to become a long-term part of our processing team.

Our work primarily involves Canadian record suspension applications, U.S. entry waiver applications and related document processing.

I'm not looking for a traditional hourly administrative assistant or someone who wants a few tasks and then moves on.

I'm looking for someone I can personally train on an established process, who can start by working through files alongside me and eventually become someone I can confidently hand a client file to and know it will be handled properly.

You do not need previous experience with record suspensions or U.S. entry waivers. I'll teach the right person.

What matters much more to me is that you're careful, dependable, organized, comfortable dealing with clients and genuinely interested in becoming part of the team long term.

How the role starts

We will start on a per-task basis while you learn the process.

Each file consists of a series of specific tasks. You'll initially complete individual pieces of the file while I remain actively involved, provide instructions, answer questions and review your work.

During this learning stage, the tasks associated with a fully completed file will total approximately:

US$35 / CAD$50 per completed file

This is the starting structure while we're working through files together and I'm providing hands-on training. It is not intended to be the long-term rate.

Progression to US$100 per file

Once you demonstrate that you:

- Understand our processes and systems

- Consistently produce accurate work

- Can communicate professionally with clients

- Know when you can proceed independently and when something should be escalated

- Can move a file forward without requiring me to supervise every step

I can begin handing files off to you directly.

At that point, compensation increases to:

US$100 per completed file

There isn't an arbitrary number of training files required to reach that point. If you pick things up quickly and demonstrate that I can trust you with the work, you'll progress quickly.

The goal is to develop this into consistent ongoing file volume and a long-term working relationship.

What you'll actually be doing

Depending on the file and where it is in the process, tasks can include:

- Reviewing client files and determining what remains outstanding

- Preparing application forms using information already collected

- Speaking with clients to obtain missing information

- Taking detailed client notes and organizing client-provided information into draft documentation

- Preparing requests for supporting documents

- Following up on outstanding court, police and government documents

- Reviewing returned documents for completeness and inconsistencies

- Maintaining organized digital client files

- Following established checklists and procedures

- Identifying anything unusual and bringing it to my attention

- Preparing completed packages for final review

You'll be dealing with sensitive personal information, so confidentiality and good judgment are essential.

Who would be a good fit

You may have experience as a legal assistant, law clerk, paralegal/paralegal student, caseworker, government administrator, immigration/legal-services administrator, document processor or another detail-oriented administrative professional.

But legal experience isn't required.

I'd rather train someone intelligent, careful and dependable who wants to learn than hire someone with extensive experience who isn't interested in our way of working.

I've been involved in this type of work for more than a decade. We already have established processes, templates, instructions and checklists.

I absolutely expect you to ask questions. If something doesn't make sense, something in a file doesn't match, or you have a genuine concern, I want you to raise it.

What I'm looking for in return is someone who is willing to learn and understand the existing process first, become proficient at it, and then help us improve things as they gain experience.

What I'm ultimately looking for

I'm not trying to hire someone for five files.

I'd like to find someone who can become a genuine part of the processing side of the business.

Initially, you'll work closely with me.

Over time, I should need to be involved less and less.

Eventually, I'd like to be able to assign you a file, have you move it through our system, deal with the normal issues that arise, escalate the things that actually require my attention, and bring the file to completion.

If you're looking for a short-term freelance project, this probably isn't the right opportunity.

If you're interested in learning a specialized area of document processing, becoming very good at it and building a longer-term working relationship with consistent work, I'd like to speak with you.

To apply

Please answer these questions in your proposal:

1. Where in Canada are you located?

2. What experience do you have working with sensitive, administrative or document-heavy client files?

3. Tell me about a role where you had to learn and consistently follow an established process where accuracy mattered.

4. Are you comfortable starting on a task-based structure totaling approximately US$35 / CAD$50 per completed file while you're learning alongside me, with compensation increasing to US$100 per completed file once you demonstrate that you can reliably manage files within our system with minimal supervision?

5. What are you looking for over the next 1–2 years, and why does a long-term collaboration like this interest you?

If you have experience with legal files, record suspensions, pardons, U.S. entry waivers, immigration matters, court documents, government applications or case management, please mention it.

Please don't send me a generic proposal. I'd much rather understand who you are, how you work and what you're looking for.

I'm looking for someone dependable who wants to learn the process, become excellent at it and grow into a trusted long-term member of the processing team.