Shared Services Administrator

INSTANT IMPACT; Kraków; On-site; PLN 75,815 - 94,768; Full time

Job summary

INSTANT IMPACT is establishing a brand-new Shared Services team in Kraków to support global operations. The role focuses on delivering high-quality administrative and operational support across multiple jurisdictions and service lines, driving efficiency and continuous improvement.

We are seeking organized, detail-oriented professionals with strong English skills who can work independently within a collaborative, fast-paced international environment.

Qualifications

• Bachelor's degree or equivalent qualification.
• Excellent written and verbal English skills.
• Experience in administrative/operational roles, preferably in financial services or international environments.
• Ability to work to deadlines and SLAs.
• Strong accuracy and attention to detail.

Responsibilities

• Support a wide range of operational and administrative activities for global operations.
• Process transactional activities across multiple jurisdictions.
• Manage shared mailboxes and respond to internal/external inquiries.
• Maintain and update databases, systems and digital filing records.
• Review data for discrepancies and ensure information accuracy.
• Prepare certificates, letters and other business documents.
• Archive financial and corporate records per procedures.
• Produce reports and support operational projects.

Skills

English proficiency

Attention to detail

Deadline oriented

Independent worker

Education

Bachelor's degree or equivalent qualification

Job description

Shared Services Administrator

Department: Client Role

Employment Type: Full Time

Location: Poland, PL

Reporting To: Siraj Mahtab

Compensation: $20,000 - $25,000 / year

Description

We are currently representing a leading global Financial Services firm in the appointment of high‑calibre professionals as part of a period of strategic growth and investment.

Our client operates at the intersection of corporate, fiduciary and regulatory services, partnering with private equity houses, investment managers and international financial institutions. Backed by long‑term institutional investment and an established global brand, the firm is scaling its capabilities, technology and international footprint.

As part of an exciting phase of international growth, they are establishing a brand‑new Shared Services team in Kraków to support global operations. This team will play a pivotal role in delivering high‑quality administrative and operational support across multiple jurisdictions and service lines, helping to drive efficiency, consistency and continuous improvement across the business.

We're looking for organised, detail‑oriented individuals who are passionate about delivering excellent service, improving processes and working collaboratively within a fast‑paced international environment.

Key Responsibilities

As a Shared Services Administrator, you'll be responsible for supporting a wide range of operational and administrative activities that are critical to the day-to-day running of the global business.

• Processing transactional activities and workflow requests across multiple jurisdictions.
• Delivering administrative processes within agreed service levels and quality standards.
• Managing shared mailboxes and responding to internal and external enquiries.
• Maintaining and updating databases, systems and digital filing records.
• Reviewing data, identifying discrepancies and ensuring information accuracy.
• Preparing certificates, letters and other business documentation.
• Archiving financial and corporate records in line with company procedures.
• Producing reports and supporting operational projects as required.
• Cleansing and validating data to improve system integrity.
• Building strong relationships with colleagues across international offices.
• Identifying opportunities to improve processes, efficiency and service delivery.
• Supporting additional operational initiatives as the team continues to grow.

Skills, Knowledge and Expertise

• A Bachelor's degree or equivalent qualification.
• Previous administrative or operational experience gained within a financial services or international environment.
• Excellent written and verbal English skills.
• Experience working to deadlines and service level agreements (SLAs).
• Strong attention to detail and accuracy.
• The ability to work independently while collaborating effectively within a team.
• A positive, solutions‑focused mindset and a desire to continuously improve processes.