Administrative & Operations Coordinator - Fixed term contract

Aleph; Madrid; Presencial; EUR 30.000 - 37.000; Jornada completa

Descripción de la vacante

Aleph, Madrid-based digital advertising group, is seeking an organized IT operations administrator to act as the backbone for procurement, budgeting, and internal communications across our international team.

This hands-on role requires no deep IT background, but strong process discipline, vendor management, and cross-functional collaboration. You will help keep IT projects on track, streamline admin workflows, and support a 6+ month mandate.

Formación

• 3+ years in administrative, operations coordinator, office manager, or executive assistant role.
• Hands-on SAP experience for purchase-order management, invoice tracking, and budget monitoring.
• Advanced Microsoft Office and Google Workspace - 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.

Responsabilidades

• 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 - document how it works and identify what can be automated to increase efficiency.

Conocimientos

Organisational skills

English proficiency

Discretion

Cross-time-zone

Herramientas

SAP

Excel

Google Workspace

Jira

Asana

Monday.com

Descripción del empleo

Are you ready to join our digital revolution journey?

At Aleph, we’re not just part of the digital advertising landscape-we’re shaping its future. Representing the world’s leading platforms, including TikTok, Amazon, Google, and nearly 55 others, we operate in 130+ markets across new and existing geographies.

Our mission is to empower advertisers and brands to unlock the full potential of these platforms' advertising capabilities. By fostering long-lasting partnerships, we create limitless opportunities for people and businesses to advertise effectively at both local and global levels.

With a presence spanning continents, Aleph offers you the chance to be part of a fast-growing, innovative team where your work makes a direct impact. If you’re ambitious, forward-thinking, and eager to thrive in a dynamic, global environment, Aleph is the perfect place to build your career.

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 (at least 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.

#ALEPH

Why Join Us?

Aleph is a place of many cultures, perspectives, and talents. We support each other, creating an environment of giving and receiving. We value partnership and communication because we believe it takes a group of people to achieve great things. We are energized by our ever-changing industry, our curiosity keeps us learning and seeking out new opportunities.

We stay flexible and adaptable, and believe in moving with the speed of change. We encourage everyone to strive for more, providing our internal talent with growth opportunities and the ability to learn together.

We use Lever, our recruitment management platform, which includes AI-powered features that may assist our hiring team in reviewing applications, analyzing CVs, and identifying relevant qualifications. These tools support - but do not replace - human judgement. All hiring decisions are made by people. For more information about how your personal data is processed, including your rights in relation to AI-assisted processing, please see our Candidate Privacy Policy or contact us at [email protected].