Job Description

General Information

Job ID

45988

Location

Katowice, Poland

Work Types

Full Time, Permanent

Categories

Administration, Client Corporate Secretarial, Entity Management

We never ask for payment as part of our selection process, and we always contact candidates via our corporate accounts and platforms. If you are approached for payment, this is likely to be fraudulent. Please check to see whether the role you are interested in is posted on our career website.

About TMF Group

TMF Group is a leading provider of administrative services, helping clients invest and operate safely around the world.

As we’re a global company with 11,000+ colleagues based in over 125 offices across 87 jurisdictions, We actively seek out people with the talent and potential to flourish at TMF Group, whatever their background, and offer job opportunities to the broadest spectrum of people. Once on board we nurture and promote talented individuals, making sure that senior positions are open to all.

We have been present in Poland for over 20 years, helping our clients from offices in Warsaw and Katowice, where more than 700 people already work.

Katowice is also the location for our second structure - the Regional Delivery Center, whose task is to serve the European markets of our clients, companies from the Fortune 500 and FTSE 100 rankings. As part of the structures, we are looking for specialists in the field of international accounting & tax, human resources and payroll, and global entity management. We also build teams that will be responsible for handling international funds and supporting internal financial processes of the TMF Group.

Discover the Role

• The RDC Business Support Officer provides administrative support to multiple internal teams, ensuring accurate data management, consistent documentation, and timely execution of operational processes.
• The role focuses on maintaining data quality and supporting administrative workflows, including invoicing updates and service agreements. It operates as an internally focused support function that enables efficient execution of standardized, repeatable processes.
• Working within a centralized support model, the role delivers volume-driven activities under defined procedures, service levels, and quality controls, including data maintenance, document management, record keeping, and preparation of standard correspondence

Key Responsibilities

Administrative Support & Process Execution

• Provide administrative support to internal teams within the centralised RDC function, acting as a support layer to service delivery teams.
• Execute and coordinate standardised processes, including invoicing updates, service agreements, and general data maintenance.
• Manage documentation flows, ensuring correct routing, tracking, and filing within internal systems.
• Provide filing support in ViewPoint, ensuring consistency and completeness of documentation.
• Arrange digital signatures (via DocuSign), track completion, and ensure proper storage of executed documents.
• Execute administrative activities supporting Client Due Diligence (CDD) processes, including document collection, information requests, case tracking, and system updates.
• Support the preparation and maintenance of client due diligence files, ensuring completeness and accurate record keeping in accordance with established procedures.
• Follow up on outstanding client documentation and escalate missing information or exceptions to relevant stakeholders.

Data & Documentation Management

• Maintain high data quality across systems, ensuring accuracy, completeness, and consistency.
• Keep structured records, files, and registers in line with internal standards to support auditability.
• Prepare, update, and manage standard templates and administrative documentation.

Workflow Management & Continuous Improvement

• Monitor workflows and ensure timely follow-up, flagging missing information or inconsistencies.
• Support efficient, standardised, and scalable processes, contributing to continuous improvement.
• Identify operational issues and support resolution within defined procedures and escalation lines.

Key Requirements

• Administrative/financial education preferred
• Some relevant experience in administrative services, preferably within legal or corporate administration environments
• Experience in shared services / centralized support / remote support environment
• Basic understanding of Client Due Diligence (CDD), Know Your Customer (KYC), Anti-Money Laundering (AML), and sanctions screening principles is preferred
• Excellent written and verbal English
• Openness for 1-2 days/week office presence in our Katowice location
• Ability to work independently
• High level of accuracy and attention to detail
• Ability to identify inconsistencies and perform checks
• Eagerness to learn, develop new skills, and establish a long-term professional path within the company

What’s in it for you?

• Convenient central location of the office
• Stable employment
• Flexi-time and hybrid working
• An international and dynamic environment
• Private medical care
• Life insurance
• Co-financing for the Multikafeteria program (e.g. Multisport card)
• Access to a language platform with 12 different languages to learn
• Access to a mental health and well-being platform offering a variety of functionalities that will support you in caring for your well-being
• Exceptional people and atmosphere
• Christmas and occasional gifts
• Co-financing of holidays (social fund)
• Opportunity to take part in charity projects

We’re looking forward to getting to know you!