Job Description

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: