Operations Administrator

About Vialto Partners

Vialto Partners leads the global mobility services sector with a unique focus on connecting the world through their specialized, stand-alone business model. The company supports clients worldwide in managing cross-border compliance efficiently and cost-effectively, covering areas like tax, immigration, business travel, rewards, compensation, and remote work risk assessment. With over 6,500 employees globally, Vialto fosters a collaborative culture where individuals can thrive professionally by engaging in diverse global assignments that enhance skills and benefit clients.

Role Overview

The Operations Administrator plays a vital role within the global mobility tax and immigration advisory team, supporting smooth service delivery by handling client administration, managing operational workflows, and coordinating internal and external communications. This position is hands-on, focusing on operational and client support rather than secretarial duties.

Key Responsibilities

• Assist with client onboarding and setup of engagements.
• Maintain and update client records in internal systems.
• Support preparation of engagement letters, quotes, invoicing, and work-in-progress reporting.
• Perform administrative checks related to risk management.
• Prepare, distribute, and archive client correspondence and documentation.
• Draft and manage email communications with clients as necessary.
• Handle data entry and updates in Salesforce and other platforms.
• Assist with onboarding users and managing internal system administration.
• Track workflow requests and ensure data accuracy.
• Contribute to process enhancement, reporting, and operational tasks.
• Maintain templates, records, and procedure documentation.
• Coordinate with external vendors and internal stakeholders to facilitate client services.
• Organize team events, training sessions, and venue bookings when required.
• Support general office administration and document formatting.
• Build strong relationships across teams and external partners.

Required Skills and Experience

• Prior experience in administrative, operational, client service, or coordination roles.
• Excellent organizational capabilities managing multiple priorities.
• Strong written and oral communication skills.
• High attention to detail and precision.
• Proficient with Microsoft Office applications.
• Familiarity with CRM or workflow tools such as Salesforce is highly advantageous.
• Willingness and ability to quickly learn new technologies and systems.
• Capacity to work proactively and take responsibility for assigned tasks.