Operations Assistant

Instant Impact Recruitment; Cape Town; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A recruitment agency is seeking an Operations Assistant for its Cape Town branch. The role involves providing vital administrative support to both the Operations and Account Management teams, ensuring compliance and efficient workflows. Ideal candidates will have prior experience in administration, ideally within a recruitment or legal environment. Strong attention to detail and customer service skills are essential. This position comes with several benefits including medical aid and flexible working options.

Benefits

Medical aid

Enhanced family and carers leave

Paid professional subscriptions

Bonus eligibility

Pension contributions

Flexible working options

Access to our global learning academy

Qualifications

• Experience in a recruitment or legal setting is ideal.
• Strong customer service skills are necessary.
• Attention to detail is critical for administrative tasks.

Responsibilities

• Format candidate CVs and conduct right-to-work checks.
• Manage AWR communications and monitor client responses.
• Triage and elevate queries from the Operations inbox.
• Upload documents to Mercury (CRM system).
• Monitor and chase timesheet submissions and approvals.
• Process consultant invoices and validate referral fees.
• Set up new suppliers and verify bank details.
• Support finance audits and resolve queries.
• Conduct conflict checks and maintain team reports.
• Identify and implement process improvements.
• Assist with ad hoc projects aligned to business needs.

Skills

Previous administration experience

Customer / client service experience

Interest in legal services

Excellent attention to detail

Job description

Description

What You Can Expect

We're designing something that's guided by three core principles: excellence, progressive, and human. That means high standards, big challenges, and the support to meet them. You'll be trusted with meaningful work, backed to grow, and expected to raise the bar – for yourself, and the people around you. We're clear on what great looks like.

We push for better.

And we lead with care, not comfort.

The role will be based in our Cape Town branch office, enhancing our ability to deliver high-quality legal services across the firm, helping us meet increasing client demand and stay competitive in a rapidly evolving market for transformed legal delivery. This role sits within Vario, a market leading alternative legal services provider within the law firm, Pinsent Masons.

Vario is a practice group within Pinsent Masons which incorporates Flexible Services, Consulting and Technology, Legal Project Management and Managed Legal Services (MLS).

You will be working as part of a team in the Centre of Excellence, supporting lawyers in the Firm's practice groups to deliver a variety of legal work for our clients. The Operations Assistant will provide administrative support to both the Operations Management team and the Account Management team by leading on all compliance and administrative tasks associated with the seamless delivery of flexible legal resource for our clients.

Responsibilities

• Format candidate CVs and conduct right-to-work checks
• Manage AWR communications and monitor client responses
• Triage and elevate queries from the Operations inbox
• Upload documents to Mercury (CRM system)
• Monitor and chase timesheet submissions and approvals
• Process consultant invoices and validate referral fees
• Set up new suppliers and verify bank details
• Support finance audits and resolve queries
• Conduct conflict checks and maintain team reports
• Identify and implement process improvements
• Assist with ad hoc projects aligned to business needs

Skills and Experience

• Previous administration experience, ideally in a recruitment or legal setting
• Customer / client service experience
• Interest in legal services
• Excellent attention to detail

Benefits

• Medical aid
• Enhanced family and carers leave
• Paid professional subscriptions
• Bonus eligibility
• Pension contributions
• Flexible working options
• Access to our global learning academy

We want everybody attending an interview to be comfortable and able to fully demonstrate their experience and talents. If you require any additional support or adjustments to help you do this, please let us know.

Instant Impact is working in partnership with Pinsent Masons to recruit for roles in the Cape Town branch office.

We are engaging with candidates and screening for the capabilities the firm is seeking, before submitting a shortlist to the firm.

About Instant Impact Recruitment: Pinsent Masons is a purpose-led professional services business with law at its core. We help clients navigate complexity with clarity and confidence. When it comes to our people, we believe that nothing about the career experience should be left to chance. That's why we're committed to continuously building something that is exceptional by design.