- Bureau à Madrid
Description
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.
- 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.
- 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.
- 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.
- 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.
Budget & cost tracking
Coordination, meetings & communication
Team & operational support
Process improvement — the endgame
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:
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.
Additional Information
#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.
#ALEPH
Postuler maintenant
