Recruitment Operations Administrator

Dentons; Warszawa; Hybrid; PLN 42,000 - 66,000; Full time

Benefits offered by this job

Private medical healthcare

Multisport card

Worksmile Cafeteria system

Workation, up to 90 days a year

Private insurance plan

Birthday day off

Volunteering days, up to 2 a year

Hybrid work model

Job summary

Dentons Business Services EMEA is seeking a proactive Resourcing Administrator to join the UKIME Resourcing Operations team in a hybrid role based in Warsaw. You will support vacancy management, interview coordination, and the preparation of offers and contracts while maintaining data accuracy in HR systems.

This position requires a minimum of one year in a law firm, recruitment agency, or professional services setting, with strong attention to detail and customer-focused service.

Qualifications

• Experience in working in an HR department.
• Experience in managing high volumes of administrative tasks.
• Experience with law firms, corporate environment, recruitment agencies, or professional services would be an asset.
• Experience working with a ticketing system would be preferable.

Responsibilities

• Vacancy management on ATS and posting coordination.
• Schedule and coordinate interviews for candidates, agencies, hiring managers and interviewers.
• Prepare and issue offer letters and employment contracts for permanent and fixed-term roles.
• Arrange online psychometric assessments and track candidate progress.
• Maintain job descriptions, ensuring they are current and formatted to Dentons’ house style.
• Originate and maintain accurate data within ATS and HR systems.
• Liaise with recruitment agencies and applicants regarding interview logistics and process updates.
• Provide regular status updates to Resourcing Advisors, the Resourcing Manager and the Head of Recruitment.
• Process HR invoices accurately and in line with procedures.

Skills

Communication

Problem solving

Attention to detail

Organizational skills

Tools

MS Word

MS Excel

MS PowerPoint

SharePoint

Outlook

ATS/CRM HRIS

Job description

RESCOURCING ADMINISTRATOR

ABOUT THE ROLE

Dentons Business Services EMEA is seeking a proactive and results-oriented Resourcing Administrator to join our UKIME Resourcing Operations team. In this role, you will be part of the wider HR Operations Services team but will provide dedicated operational support to the UKIME Resourcing team. This is an excellent opportunity for an individual with at least one year’s experience in a law firm, recruitment agency, or professional services environment who is eager to advance their career in HR or Recruitment Operations.

- As this role supports UK region please note that it requires operating within UK time-zone therefore working hours are from 10 am – 6 pm

- This role operates in Hybrid working model requiring DBSE Warsaw office presence 1-2 times a week

KEY RESPONSIBILITIES

Vacancy Management: Create and manage vacancies on the Applicant Tracking System (ATS), ensuring effective coordination of internal and external job postings and advertisements.

Interview Coordination: Schedule and coordinate high volumes of interviews for candidates, recruitment agencies, hiring managers, and interviewers, ensuring all stakeholders are fully briefed and demonstrating sensitivity to differing time zones.

Offer and Contract Production: Prepare and issue offer letters and employment contracts for permanent and fixed-term roles.

Assessment Administration: Arrange online psychometric assessments and behavioural preference questionnaires, track candidate progress, and deliver timely reports to relevant stakeholders.

Job Description Administration: Maintain all job descriptions, ensuring documents are current, accurately formatted, and consistent with Dentons’ house style.

Data Integrity: Originate and maintain accurate data within the ATS and other HR systems, supporting robust reporting and metrics.

Stakeholder Liaison: Act as a point of contact for recruitment agencies and direct applicants regarding interview logistics and process updates.

Status Reporting: Provide regular updates to Resourcing Advisors, the Resourcing Manager, and the Head of Recruitment on interview scheduling and candidate progress.

Invoice Processing: Accurately process HR invoices, ensuring correct coding, tracking, and timely completion in line with company procedures.

Service Level Adherence: Ensure all assigned tasks are completed within agreed service level agreements (SLAs).

REQUIRED SKILLS & QUALIFICATIONS

Experience

• Experience of working in an HR department.
• Experience in managing high volumes of administrative tasks.
• Experience working with a law firm, corporate environment, recruitment agency, or professional services organization would be an asset.
• Experience working with a ticketing system would be preferable.

Technical Skills

• English C1
• Working knowledge of MS Office, e.g. Word, Excel, PowerPoint, SharePoint and Outlook
• Recruitment systems knowledge (ATS, CRM HRIS), ability to implement best practices in system usage
• Ability to maintain clear record-keeping systems including databases

Personal Skills / Attributes

• Excellent written and verbal communication skills.
• Strong problem solving and analytical skills.
• Methodical approach to work with a strong focus on accuracy, attention to detail, consistency, and quality.
• A flexible approach to adapt to differing demands, prioritizing tasks where appropriate, and ensuring completion of tasks.
• Understands the need for well-defined procedures and keeps process documentation updated.
• Demonstrates excellent customer/client-facing skills.

BENEFITS

• Private medical healthcare.
• Multisport card.
• Worksmile Cafeteria system.
• Workation, up to 90 days a year.
• A private insurance plan.
• An additional day off for your birthday.
• Volunteering days, up to 2 a year.
• Hybrid work model with a modern office in Warsaw city center.