Operations Administrator

Vialto Partners is a market leader in global mobility services. Our purpose is to ‘Connect the world’. We are unique and the only stand-alone global mobility business. This presents a rare opportunity for our clients, stakeholders and colleagues.

Our teams help companies streamline and effectively manage their global mobility programs in a cost-efficient and compliant manner. Our services focus on providing cross-border compliance and risk assessment for tax, immigration, business travel, rewards and compensation, and remote work. 

Working at Vialto Partners is about getting the chance to be part of a global and dynamic team.  Globally, Vialto Partners has over 6,500 staff and continues to grow.  You will work with clients from a range of industries and different geographical locations. We believe in connecting the world and supporting our colleagues to do the same in their careers by undertaking assignments and opportunities globally that broaden their skills and ultimately benefit our clients.  

Vialto is unstoppable when we work together in a culture of belonging, where everyone can thrive. We encourage employees to bring their true selves and share their unique talents and expertise to positively impact the communities we serve.

To learn more about what we do, tune in to our podcast On the Move to hear expert insights on issues affecting global mobility, and read about the latest news in the industry. 

Job Description

We’re a team of global mobility tax and immigration advisors who work alongside our clients and build long-lasting relationships that create value. As an Administrator in our team, you will play an important role in supporting the delivery of our services by coordinating client administration, managing operational processes, and ensuring the smooth running of day-to-day activities.

This is not a secretarial or executive assistant role. Instead, it is a hands-on operational and client support position that involves working with internal systems, onboarding processes, external vendors, and client communications.

Your day-to-day responsibilities will include, but are not limited to:

1. Client Administration

• Support client onboarding and engagement set-up processes.
• Maintain and update client records across internal systems.
• Assist with engagement letters, fee quotes, invoices, and WIP reporting.
• Conduct administrative checks and support risk management processes.
• Prepare, distribute, and file client correspondence and documentation.
• Draft and manage email communications with clients as required.

2. Systems & Operations Support

• Manage data entry and updates across Salesforce and other internal systems.
• Support user onboarding and administrative activities within internal platforms.
• Monitor workflow requests and ensure information is accurately maintained.
• Assist with process improvements, reporting, and operational administration.
• Maintain templates, records, and procedural documentation.

3. Team & Stakeholder Coordination

• Liaise with external vendors and internal stakeholders to support client delivery.
• Coordinate requests, documentation, and follow-up actions.
• Assist with organizing team events, training sessions, and occasional venue bookings.
• Support general office administration and document formatting activities.
• Build effective working relationships across the business and with external partners.

Skills & Experience

• Previous experience in administration, operations, client services, or coordination roles.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent written and verbal communication skills.
• High attention to detail and accuracy.
• Strong computer skills, including Microsoft Office.
• Experience using CRM or workflow management systems (e.g., Salesforce) is highly desirable.
• Comfortable learning new technologies and systems.
• Ability to work independently and take ownership of tasks.