Recruitment Operations Administrator

Dentons Europe; Warszawa; Hybrid; PLN 60,000 - 90,000; Full time

Benefits offered by this job

Private medical healthcare

Multisport card

Worksmile Cafeteria system

Workation

Private insurance plan

Birthday day off

Volunteering days

Hybrid Warsaw office

Job summary

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 group, providing dedicated operational support to the UKIME Resourcing team and leveraging experience in a law firm or professional services environment.

- Operating in the UK time-zone with working hours 10:00–18:00. Hybrid model with Warsaw office presence 1–2 times per week.

Qualifications

• Experience in working in an HR department.
• Experience handling high volumes of administrative tasks.
• Experience in law firm, corporate environment, recruitment agency or professional services is a plus.

Responsibilities

• Vacancy management: create and manage vacancies in ATS and postings.
• Interview coordination: schedule high volumes of interviews and brief stakeholders.
• Offer and contract production: prepare and issue letters and contracts.
• Assessment administration: organise online psychometric assessments and track progress.
• Job description administration: maintain current job descriptions in house style.
• Data integrity: maintain accurate data in ATS and HR systems.
• Stakeholder liaison: act as contact for agencies and applicants on logistics.
• Status reporting: provide updates to Resourcing Advisors and Head of Recruitment.
• Invoice processing: ensure HR invoices are coded and processed on time.
• Service level adherence: complete tasks within SLAs.

Skills

English C1

Communication

Problem solving

Attention to detail

Documentation

Tools

MS Office

ATS/CRM HRIS

Record keeping systems

Job description

RESCOURCING ADMINISTRATOR

At Dentons Business Services EMEA, we are committed to excellence in supporting legal professionals with cutting-edge solutions. Our dynamic and diverse team collaborates seamlessly to provide a wide range of services, including finance, IT, human resources, marketing, and more. We pride ourselves on fostering a culture of continuous improvement and adaptability.

Dentons Business Services EMEA serves as the operational backbone of Dentons, supporting the world’s largest law firm in delivering exceptional service to clients across Europe, the Middle East, and Africa.

As a crucial component of Dentons' global network, our EMEA business services team plays a key role in driving efficiency, innovation, and collaboration.

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.