Contractor Support

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