Assistant Manager

Job Description

Assistant Manager

Contract: Permanent, Full Time

Team: Coordination & Shared Services

Office Location: Warsaw, Krakow, Gdansk or Wroclaw

The role:

As an Assistant Manager, you will be responsible for the day-to-day management and development of the Coordination and Shared Services Team, which provides administrative and operational support to immigration caseworkers and consultants across 4 offices in Poland.

You will work closely with the Manager to ensure that daily operations run smoothly, resources are optimally allocated, and service delivery consistently meets firm-wide standards. This role requires a combination of strong leadership, operational insight, and the ability to multitask in a dynamic, high-volume environment.

It is important that the team operates based on efficient, practical, and well-structured processes that enable smooth coordination and consistent service delivery. You will contribute to identifying and implementing simple, effective, and low-cost operational solutions that improve workflows and enhance team performance.

You will also collaborate with the global team to align support processes and leverage available global tools and systems, ensuring consistency, scalability, and best practice sharing across regions. By fostering a culture of practicality, accountability, and continuous improvement, you will help ensure that the coordination function delivers maximum value with minimal complexity.

What your day will look like:

• Leading and developing Coordinators, ensuring consistent service quality and professional growth.
• Overseeing daily operations, workload distribution, and capacity management within the team.
• Managing administrative processes including onboarding, offboarding, and Workday updates (shift patterns, leave, absences).
• Collaborating with the Manager on short- and long-term resource planning and team structure.
• Monitoring operational performance and ensuring compliance with internal procedures and quality standards.
• Acting as the main escalation point for process and workflow-related queries.
• Identifying opportunities to simplify processes and implement cost-efficient, practical improvements.
• Partnering with internal stakeholders to roll out new service areas and ensure smooth communication between teams.
• Working with global teams to standardize support processes and optimize the use of global tools and resources.
• Producing and reviewing team metrics and reports to track performance and identify improvement areas.
• Promoting a culture of collaboration, accountability, and continuous learning.

The team:

The Coordination and Shared Services Team provides essential administrative and operational support to immigration professionals across the region. The team ensures that consultants can focus on client advisory work while administrative processes are executed efficiently, accurately, and cost-effectively.

You will join a collaborative, multilingual environment that values teamwork, efficiency, and innovation through simplicity. As part of Fragomen’s expanding operations in Poland, you will have the opportunity to influence how the coordination function evolves — with a clear focus on practical, scalable, and globally aligned solutions.

What we are looking for:

The successful applicant for this role will have Polish Inbound immigration experience and be a Polish Subject Matter Expert on corporate immigration matters and will be proactive and highly organised with a strong client-facing background. You will have people management experience, having overseen a team to ensure a consistent and first-class service is offered. You will have experience managing a varied portfolio of clients and a strong background in process management and operational efficiencies.

Also required:

• The ability to manage a high case load as per business need
• Strong attention to detail and a high level of productivity
• The ability to multitask in a fast-paced environment with competing demands
• The ability to meet the assigned deadlines, both your own and those of your team, and communicate progress to the Manager
• Flexibility and initiative in your approach, contributing to a positive work environment
• The ability to develop strong working relationships with team members
• Excellent written and verbal communication skills
• Good organisation skills with ability to plan, prioritise, meet deadlines and manage multiple projects
• Professionalism, quality service and a “can do” attitude to internal members/departments of the Firm as well as external clients and vendors

What we offer:

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges, and will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our workforce at Fragomen, and we are fully committed to providing equal opportunities.

At Fragomen, we value our employees and are committed to providing a comprehensive benefits package that supports your well-being and professional growth. Our offerings include (but are not limited to):

• Competitive Salary: We offer salaries that reflect your skills and experience
• Health and Wellness: Private Medical Insurance
• Protection and Security: Pension scheme 
• Professional Development: Access to our e-learning platform
• Hybrid Work Arrangements: The Firm embraces a global hybrid working policy. We are dedicated to fostering a flexible work environment that enables our people to perform at their best. Our hybrid model strikes a balance between in-office collaboration and the option to work remotely

What to expect:

• Once you have submitted your application, our Talent Acquisition team will review your skills and experience. If these match the requirements of the position, a member of our team will contact you to schedule an initial phone call.
• If shortlisted, you will be invited to participate in our interview process, which will consist of at least two stages, one of which will be conducted in-person. Depending on the role, you may also be required to complete a written assessment.
• After the interviews, we will carefully evaluate all candidates and make our final decision. You will be notified of the outcome and feedback will be provided.
• At Fragomen, we are committed to fostering an inclusive and accessible workplace for all applicants and employees. If you require any specific accommodations or support during the interview process, please let us know, and we will consider what reasonable adjustments are possible to meet your needs

Who we are:

At Fragomen, we are more than a global immigration services provider – we are pioneers shaping the future of mobility. With a passion for navigating the complexities of immigration, we help individuals and businesses transcend borders, unlocking opportunities around the world. As a diverse, forward-thinking, global business, we combine deep expertise with innovative technology to craft solutions that not only simplify the immigration process but also drive strategic success for our clients. Whether it is assisting multinational companies or helping people start new chapters in their lives, we are driven by the belief that global movement is the key to unlocking a world of possibilities.

We are proud of our team spirit, and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices ("RBP") prioritize Fragomen's social responsibility through a cohesive strategy covering five key focus areas: Corporate Social Responsibility, Culture and Inclusion, Sustainability, Well-Being and Pro Bono. Our RBP initiatives offer great opportunities for everyone at Fragomen to feel included, get involved and shape thoughtful initiatives and activities. For more information, please visit our website – https://www.fragomen.com/about/responsible-business-practices.html.

Fragomen is committed to promoting equal opportunities for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.

All offers and/or employment contracts are contingent upon the successful completion of the Firm’s pre-employment screening process. This process may include verifying the candidate’s identity, confirming legal authorization to work in the offered position's location, and conducting a comprehensive background check, where permitted by local regulations.