Operations Coordinator (IT Department)- Fixed term contract

About the role

In this role, you will be the operational backbone of the IT team, ensuring that administrative processes run smoothly and efficiently across an international, fast-paced environment. You will work closely with IT leadership to manage budgets, procurement, project tracking, and internal communications, playing a key role in keeping the department aligned and organized.

It's a hands-on, structure-bringing role rather than a technical one — no IT background is required.

This is an ideal fit for an organized, proactive generalist — an experienced administrative professional, coordinator — who enjoys turning chaos into order and is comfortable with a focused, fixed-term mandate (initially 6 months).

What you'll do:

Procurement & purchase orders — the core of the role

• Create, manage, and follow up on purchase orders for IT hardware, software licences, and services.
• Track invoices and liaise with vendors and Finance to keep approvals and deliveries moving on time.
• Maintain a clean, up-to-date register of contracts, renewals, and vendor agreements, and support vendor onboarding with Legal and Finance.

Budget & cost tracking

• Keep accurate records of IT spend and support Finance with cost allocation across projects and cost centres.
• Prepare simple monthly and quarterly spend summaries for IT leadership.
• Support the annual IT budgeting cycle by consolidating inputs from the different IT sub-teams.

Coordination, meetings & communication

• Keep a live register of IT projects and initiatives, flagging delays or blockers to leadership.
• Organise IT meetings end to end — scheduling, agendas, minutes, and follow-up on action items.
• Prepare clear reports and presentations for IT leadership and act as a coordination point for the department.

Team & operational support

• Manage the IT admin inbox and keep org charts, rosters, and shared documentation current.
• Support onboarding logistics for new team members and help plan IT workshops, off-sites, and training.

Process improvement — the endgame

• Once each process runs reliably, document how it works and help identify what can be simplified or automated, so the department keeps getting more efficient.

What we are looking for:

 

• Exceptional organisation and follow-through — you bring structure to messy, fast-moving environments and get things done without being chased.
• 3+ years in an administrative, operations coordinator, office manager, or executive assistant role. Industry is not important — the skills transfer.
• Hands-on SAP experience for purchase-order management, invoice tracking, and budget monitoring.
• Advanced Microsoft Office and Google Workspace — especially Excel/Sheets for tracking and PowerPoint/Slides for reporting.
• Comfort with a process-improvement mindset; exposure to project-tracking tools (Jira, Asana, Monday.com) is a plus.
• Discretion with confidential information, and the adaptability to work across time zones and cultures.
• Languages: full professional English (C1/C2).

What you'll love about us:

• We care about your individuality by giving you freedom to grow and create within the company, regardless of your position.
• Learn from the best: Our state of the art workshops guarantee the latest insights into digital advertising .
• Be part of a company with a truly global footprint, working with leading brands, platforms, and publishers across 90+ markets.
• We foster a dynamic environment where creativity, collaboration, and bold ideas are encouraged and celebrated.
• Join a diverse, multicultural team that values and embraces different perspectives, experiences, and talents.
• At Aleph, your work directly contributes to connecting brands and consumers in meaningful ways, shaping the future of digital advertising.

• In line with the EU Pay Transparency Directive, we are committed to fair and open compensation practices. For this role, the minimum gross annual base salary is 33,600 EUR.