Contract & Compliance Support
(Offshore, South Africa)
Reports to: Kaya Sielachowska, Head of Sales Operations
Location: Remote, South Africa
Hours: Aligned to UK business hours
Business: (Wave Talent, perm recruitment, and WaveWorks, contract and SoW consultancy)
Target start: ASAP
The role in one paragraph
This role runs the day-to-day admin behind our contractor and SoW business. You will make sure every contractor is onboarded correctly, compliant, and set up to start on day one, and that the admin needed for invoicing is done on time. You will work closely with the Head of Sales Operations. You prepare and draft the work, and she reviews and signs it off. As you build experience, the role will take on more of the client operations admin, so that the Head of Sales Operations can focus on commercial work with the sales leaders.
What you own
Contractor onboarding
Write and send confirmation emails and introductions to new contractors
Check that every offer detail (rate, start date, duration, client and role) has been passed to the contractor correctly
Onboard contractors with umbrella companies in the UK, EU and US, with the UAE to follow
Make sure each contractor is fully set up and ready to start on their first day
Contracts and compliance
Issue the correct contract for each contractor, using region-specific templates (UK, EU, US and LatAm) provided by us
Draft contract amendments when contractors, especially B2B contractors, ask for changes, for review by the Head of Sales Operations
Complete IR35 status determinations and share them with clients and contractors
Collect, check and store all required contractor documents
Keep compliance tracking current for all active contractors
Keep up with regulatory changes in the UK and other markets, and flag anything that affects our process
Contractor management
Run scheduled check-ins with contractors at two weeks and at one month after they start
Answer contractor admin queries by email, especially new starters around month end
Handle extension communications and update the paperwork
Raise relationship or commercial issues with the Head of Sales Operations, who manages key contractor relationships directly
Timesheets and invoicing support
Chase timesheet submissions and approvals on time
Chase margin-only invoices so the client can be invoiced without delay
SoW and engagement admin
Support SoW governance by tracking scope, deliverables, acceptance criteria and timelines, and keeping change control and documentation up to date
Prepare placement confirmation documents and handle our engagement admin
Client onboarding and delivery support
Support client onboarding: intake, kick-off coordination, documentation, SLAs and onboarding checklists across Wave Talent and our company
Help set up engagement governance for new clients
Keep a live view of delivery health across accounts (milestones, risks, dependencies, satisfaction signals, scope), and help run meeting cadence, action tracking and escalation routing
Client experience consistency
Keep the client journey consistent: onboarding steps, communication templates and reporting packs
Spot friction points in the process and suggest fixes
Commercial relationship support
Support investor relationship tracking, partner engagement coordination and strategic pipeline admin as needed
Operational reporting
Keep client ops and contractor data accurate in our systems
Prepare short weekly operational reports covering delivery status, risks, the renewals and extensions pipeline, and capacity pressure points
Nice to have
Bid and RFP admin: help put together RFPs, RFQs and client supplier onboarding packs, often to tight deadlines
Who we are looking for
Experience
Contract, compliance or contractor admin experience in a recruitment agency is strongly preferred
Understanding of contractor engagement models (umbrella, B2B, limited company) and IR35
Knowledge of UK and global contractor compliance rules is a strong plus
Comfortable working across several markets and templates at once
Skills and behaviours
Excellent attention to detail. This is essential
Very organised, able to manage many live tasks at once
Able to tell the difference between what is a priority for the business and what is a priority for a consultant, and to plan around it
Excellent written English, since most communication is by email
Clear and professional with contractors and internal stakeholders
Comfortable using AI tools and systems as part of daily work
Proactive, energetic and happy to work in a fast-moving team
How we will measure success
Contractors start on day one with all documents, contracts and umbrella setup complete
IR35 determinations and compliance records are complete and current for every active contractor
Timesheets and margin-only invoices are chased on time, with no invoicing delays caused by missing admin
Drafts handed to the Head of Sales Operations are accurate and need little rework
Contractor and client ops data is accurate and reporting is delivered every week
