RECRUITMENT BRIEF - DIGITAL OPERATIONS COORDINATOR
1. About Caltech
Caltech is a growing international company primarily focused on the sourcing and supply of alternative
fuels for the energy and cement industries. In addition, the company develops and supplies alternative
materials for applications in the asphalt industry.
Across Europe, Caltech develops a network of suppliers from which alternative fuels and materials are
sourced and shipped to energy plants and other industrial customers in international markets. This
involves the coordination of complete international supply chains, including sourcing, compliance,
logistics, shipping, documentation and financial processes.
Sustainability is at the heart of Caltech's business. By developing new applications for end-of-life
material streams, Caltech helps create valuable new destinations for these materials while supporting
industrial customers in reducing their reliance on traditional fossil fuels and primary raw materials.
Caltech is currently building its organisation and European operations for further growth. From the
outset, the company has chosen a digital-first operating model in which operational processes,
documentation and financial administration are brought together in one integrated digital operating
platform.
The European organisation is based in Haarlem and operates with a small, entrepreneurial team
working closely with international colleagues and partners.
2. The Role
Caltech is looking for a Digital Operations Coordinator to become an important part of its day-to-day
operations and digital operating model.
The primary responsibility of the role is to ensure that operational and financial information is
complete, accurate and up to date. The Digital Operations Coordinator plays a central role in
maintaining the flow of information into Caltech's digital operating platform and ensuring that the
platform continuously reflects the actual status of the business.
At the same time, the platform is designed to support the Digital Operations Coordinator in the day-to-
day execution of the role. Automated workflows, dashboards, notifications and follow-up actions
provide continuous visibility of operational activities, helping the Coordinator identify what requires
attention and support the COO in keeping operational workstreams on track.
The role therefore combines two closely connected areas of responsibility:
Operational Administration - approximately 70–80%
- Maintaining complete and accurate operational records
- Processing operational and financial information
- Ensuring documentation is complete and correctly linked
- Monitoring data quality and consistency
- Following up missing documentation and approvals
- Supporting the information flow between operational and financial processes
- Maintaining reliable operational information for reporting and dashboards
Supporting Operational Coordination - approximately 20–30%
- Monitoring operational progress
- Following up outstanding actions
- Identifying missing information
- Coordinating with Workstream Owners and external parties
- Preparing operational status meetings
- Supporting management reporting
- Supporting the COO in keeping operational workstreams on track
The Digital Operations Coordinator does not have management responsibility for the operational
workstreams. The role supports the COO and Workstream Owners by creating structure, maintaining
reliable information and providing continuous visibility of operational activities.
3. Development of the Role
During the first year, the primary focus will be on establishing a strong digital and administrative
foundation for Caltech's operations. The digital operating platform is currently being developed, and
the Digital Operations Coordinator will work closely with the responsible team to operationalise,
populate and continuously optimise the platform.
From the start, the Coordinator will be closely involved in Caltech's day-to-day operations. This
involvement is essential to understanding the business, maintaining reliable operational information
and ensuring that the platform reflects how the organisation actually operates.
As the Coordinator develops a deeper understanding of the business and grows into the role, the
operational coordination component will naturally increase, with gradually more support to the COO in
monitoring progress, following up actions and keeping operational activities on track.
Year 1 - Build & Learn
Establish the digital and administrative foundation, become fully embedded in the daily operation and
gradually expand the operational coordination component.
Year 2 - Coordinate & Improve
Take increasing ownership of operational coordination, reporting and cross-functional process support,
working closely with the COO and Workstream Owners.
Year 3 - Optimise & Develop
Play a broader role in improving workflows, further automation and the continued development of
Caltech's digital operating model.
We are not looking for the person who will occupy this position three years from now. We are
looking for someone with the potential, ambition and capability to grow into that future role
together with Caltech.
4. Candidate Profile & Professional Background
We are looking for someone who enjoys creating structure, works accurately and is comfortable
coordinating multiple activities at the same time. The ideal candidate combines strong administrative
discipline with a natural interest in understanding how an organisation operates.
Personal Profile
- Highly organised and accurate
- Naturally creates structure
- Proactive and takes ownership
- Comfortable working with multiple stakeholders and activities
- A clear and confident communicator
- Digitally minded and accustomed to working in environments where digital tools, systems and
workflows are an integral part of day-to-day operations
- Curious and eager to understand how processes connect
- Motivated by improving the way things are organised and executed
- Comfortable working in a growing, entrepreneurial organisation
Experience & Background
We are targeting candidates with approximately 3 years of relevant professional experience. Relevant
industry experience is not required.
Rather than focusing primarily on logistics or energy, we believe strong candidates may come from
project-driven, knowledge-intensive organisations where accurate information, structured processes
and coordination are essential to successful day-to-day execution.
Relevant backgrounds may include:
- Creative and digital agencies
- Software implementation companies
- Engineering and architecture firms
- Consultancy and professional services organisations
- PMO / project management environments
- Selected logistics service organisations
The Caltech business can be learned. The ability to organise complexity, create structure and maintain
reliable operational information is much harder to teach.
We are therefore looking primarily for potential, mindset and organisational capability, rather than
someone who already has experience with every aspect of the role.
5. Practical Requirements
Experience & Education
- Approximately 3 years of relevant professional experience
- HBO-level education, or MBO+ combined with strong relevant experience
- Organizational capability, mindset and growth potential are more important than formal
qualifications
Language
- Good command of written and spoken English
- Dutch is preferred but not required
Digital & Administrative Skills
- Comfortable working with digital business systems, workflows and structured information
- Strong general Microsoft 365 skills
- Experience with ERP, project management, workflow or financial systems is considered an
advantage
- Financial administrative experience is useful but not essential
Location & Working Environment
- Full-time position
- Based at Caltech's office in Haarlem
- The role requires close involvement in the day-to-day operation and daily interaction with the
COO and other team members
- Caltech operates internationally across different countries and time zones; occasional
flexibility outside normal working hours may therefore be required
6. Recruitment Assignment
Caltech intends to start the recruitment process immediately and is looking for a recruitment partner
who can move quickly while maintaining a strong focus on candidate quality and fit.
Based on this profile, we would like your professional assessment of:
- The overall attractiveness and feasibility of the profile in the current employment market
- The most relevant candidate profiles and professional backgrounds to target
- The availability of suitable candidates in the Haarlem / Greater Amsterdam region
- A realistic salary range for candidates with approximately 3 years of relevant experience
- Relevant secondary employment conditions and candidate expectations
- The recommended search and sourcing strategy
- The recommended interview and selection process
- Your commercial terms, recruitment fee and guarantee/replacement conditions
We are particularly interested in your assessment of whether the proposed profile and experience level
are well aligned with the responsibilities and growth potential of the role.
7. Timing & Recruitment Approach
Caltech intends to select its recruitment partner and start the search this week. Our objective is to
receive the first suitable candidate profiles as soon as possible and ideally schedule the first interviews
during the second half of September.
Our preferred recruitment model is no cure, no pay and non-exclusive. Caltech also intends to continue
recruiting through its own professional and social networks.
We expect the recruitment partner to actively search for candidates rather than rely primarily on
existing databases or incoming applications. Given the nature of the role, we are particularly interested
in candidates from project-driven and digitally oriented working environments.
8. Recruitment Considerations
Caltech values diversity and would like to create a more balanced team. As the current management
and operational team is predominantly male, we would particularly welcome strong female candidates
as part of the search and would appreciate a balanced candidate pool.
This is intended as guidance for the recruitment approach and is not a formal selection criterion. All
candidates should be assessed on their experience, capabilities, potential and overall suitability for the
role.
Werklocatie: Fysiek
