Administrative & Operations Coordinator

About the role

This position delivers operational support for the IT team in a multinational setting, organizing administrative workflows so the department remains coordinated and efficient. It targets an organized generalist who brings structure to fast-moving processes under a fixed-term commitment. You will act as the central point of coordination for IT administrative functions, ensuring that information and tasks flow smoothly between teams and stakeholders. The role requires a proactive mindset that anticipates needs and prevents operational bottlenecks before they occur. You will own the end-to-end management of specific processes, maintaining consistency and accuracy in all deliverables. Success in this position depends on your ability to manage details while keeping the broader goals of the IT team in clear focus. You will contribute directly to the reliability and performance of the department by maintaining rigorous standards in everyday operations.

Key facts

What you'll do

Invoices are monitored in coordination with Finance to maintain timely approvals and deliveries.

Contracts and vendor agreements are kept current with support from Legal and Finance during onboarding.

IT spend is recorded accurately so Finance can allocate costs across projects and cost centres. Simple monthly and quarterly spend summaries are prepared for IT leadership to clarify budget performance.

Inputs from different IT sub-teams are consolidated to support the annual IT budgeting cycle and produce a coherent plan. Budgeting inputs from IT sub-teams are consolidated for the annual IT budget cycle.

Reports and presentations are prepared for IT leadership, and coordination for the department is handled by the role.

IT admin functions are supported through inbox management, with org charts, rosters, and shared documentation kept current.

Documented workflows are created once processes run reliably, describing how operations function. Process improvements are identified to simplify or automate tasks, enabling the department to increase efficiency over time.

Purchase orders are managed using SAP, ensuring that procurement processes adhere to company policies and deadlines.

Invoice tracking is handled through SAP to ensure that all bills are processed, coded, and paid according to the schedule.

Budget monitoring in SAP provides real-time visibility into spending against forecasts for the IT department.

Advanced Microsoft Office and Google Workspace skills are used to maintain spreadsheets, documents, and slides that support decision-making.

Process documentation is maintained in shared repositories so that any team member can understand and follow established procedures.

Onboarding support is provided to vendors and partners to ensure they can work effectively with the IT team from day one.

Requirements

The posting states a bachelor's degree requirement. Exceptional organisation and follow-through are required to bring structure to messy, fast-moving environments and complete tasks without constant reminders. At least 3 years of experience in administrative, operations coordinator, office manager, or executive assistant roles is needed, with industry flexibility because those skills transfer.

Hands-on SAP experience is required for purchase-order management, invoice tracking, and budget monitoring. Advanced Microsoft Office and Google Workspace skills are required, especially Excel/Sheets for tracking and PowerPoint/Slides for reporting. Experience with process improvement and project-tracking tools such as Jira, Asana, or Monday.com is a plus.

Discretion with confidential information is required, along with adaptability to work across time zones and cultures. Full professional English at level C1/C2 is required for communication.

Practical notes

The role is based in Ljubljana, Slovenia, and operates on a fixed-term basis, initially covering six months. Typical interview steps

Operations interviews usually include a process scenario, an analytics question, and behavioral rounds. Candidates may be asked to improve a workflow or plan an event. Attention to detail and clear communication are tested throughout. Interviewers often ask how you would fix a process that is failing. Walking through diagnosis, a plan, and measurement is the winning structure.

Good to know

The role focuses on administrative and operational workflows rather than technical IT expertise. Success depends on strong organisation, process discipline, and comfort with structured documentation. Common digital advertising tools and project-management platforms support day-to-day work. The position contributes to connecting brands and consumers within a global advertising environment.

Career growth

Operations careers grow from coordinator to manager, director, and chief operating officer roles. Some people specialize in supply chain, facilities, or program management. Success depends on reliability and on improving the systems you own. Operations careers reward reliability and continuous improvement. Operators who quantify the impact of their fixes move into leadership fastest.