Administrative Coordinator, IT

About the role

This position provides the operational foundation for the IT team, organizing administrative workflows across a global environment. The role requires a proactive generalist who brings structure to fast-moving processes without needing an IT background. You will work under a fixed-term mandate, initially covering six months of focused administrative support.

Sales roles connect a company's product with the customers who need it. Representatives research accounts, run demos, handle objections, and close deals. The work is quota driven and moves quickly. Strong sellers combine listening skills with product knowledge and steady follow through. Sales roles reward consistent activity and honest qualification of deals. Most companies use a defined sales process, and reps are trained on it before being left on their own.

Key facts

What you'll do

Invoices are monitored, and vendors are coordinated with Finance to maintain smooth approvals and on-time deliveries.

Contracts and vendor agreements are kept in a current register, and vendor onboarding is supported together with Legal and Finance to ensure compliance and readiness.

Monthly and quarterly spend summaries are prepared for IT leadership to provide visibility into departmental expenditure.

The annual IT budgeting cycle is supported by consolidating inputs from the separate IT sub-teams to align financial planning and resource allocation.

The IT admin inbox is managed, and org charts, rosters, and shared documentation are kept current to support team operations. Onboarding logistics for new team members are handled, and IT workshops, off-sites, and training are supported during planning to enable team development.

Once processes operate reliably, they are documented, and simplification or automation opportunities are identified to increase departmental efficiency and reduce manual effort.

Requirements

The posting states a bachelor's degree requirement. Exceptional organisation and follow-through enable structured work in messy, fast-moving environments without needing constant direction to maintain momentum. At least 3+ years of experience in administrative, operations coordinator, office manager, or executive assistant roles is necessary, with industry considered non-essential to ensure role accessibility.

Hands-on SAP experience for purchase-order management, invoice tracking, and budget monitoring is required to handle core procurement and financial tasks. Advanced use of Microsoft Office and Google Workspace is required, especially Excel/Sheets for tracking and PowerPoint/Slides for reporting to communicate status clearly.

A process-improvement mindset is expected, with exposure to project-tracking tools such as Jira, Asana, or Monday.com being advantageous to support efficient workflows. Discretion with confidential information is required, along with adaptability to work across time zones and cultures to respect global collaboration. Full professional English language proficiency at C1/C2 level is required to ensure clear communication and understanding.

Practical notes

The role is based in Ljubljana, Slovenia, and operates under a fixed-term initial contract of six months. Work is conducted across multiple time zones with an international team, requiring flexibility in scheduling and communication. Discretion and adaptability are necessary when handling confidential information and diverse cultural contexts to maintain trust and professionalism. Typical interview steps

Sales hiring often includes a role play, a discovery call simulation, and a presentation. Candidates may be asked to pitch a product to a panel or handle a tough objection. Behavioral questions focus on past quota attainment and deal history. Energy and preparation matter. Interviewers often simulate the job in the interview itself, so be ready to run a short discovery call or demo. Practicing your own sales pitch out loud helps.

Good to know

The role focuses on administrative coordination rather than technical IT tasks, emphasizing organization and process discipline. Success depends on structured follow-through and attention to detail to keep operations running smoothly. Common digital advertising tools and project-tracking platforms are used in this function to support cross-team collaboration. The position contributes directly to enabling global digital advertising campaigns by ensuring the underlying operations remain efficient and reliable.

About the company

Aleph is the first letter of the Semitic abjads, including Phoenician ʾālep 𐤀‎, Hebrew ʾālef א‎, Aramaic ʾālap 𐡀‎, Syriac ʾālap̄ ܐ, Arabic ʾalif ا‎, and North Arabian 𐪑‎. It also appears as South Arabian 𐩱 and Ge'ez ʾälef አ.