Global IT Operations & Procurement Coordinator

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

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.