Shared Services Administrator

Instant Impact; Kraków; Hybrid; PLN 30,000 - 42,000; Full time

Job summary

Instant Impact seeks a Shared Services Administrator to join a brand-new team in Kraków, supporting the global operations of a leading financial services client. The role focuses on high-quality administrative and operational support across multiple jurisdictions, with an emphasis on process improvement and service delivery.

You'll work within a fast-paced international environment, coordinating with colleagues across offices and ensuring data accuracy, SLAs and timely reporting.

Qualifications

• Bachelor's degree or equivalent qualification.
• Previous administrative or operational experience in 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.
• Ability to work independently while collaborating effectively within a team.
• Positive, solutions-focused mindset and a desire to continuously improve processes.

Responsibilities

• 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

English proficiency

Attention to detail

Deadline management

Self-starter

Teamwork

Process improvement

Education

Bachelor's degree or equivalent

Job description

Shared Services Administrator

Department: Client Role

Employment Type: Full Time

Location: Poland, PL

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.

Responsibilities will include:

• 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.