London, UK
The Client
Datacenter People is partnering with an international company focussed on investment, development and management of real estate, including data centres, across Europe and Asia.
What The Job Involves
- Provide administrative and coordination support to data centre business technical operations, projects, and compliance activities across the Europe data centre portfolio.
- Organise and maintain project and operations-related documentation, reports, and records to ensure accuracy, version control, and accessibility.
- Support the Data Centre Operations team with the review, validation, and approval of quotations for additional works across the operational portfolios via the third-party FM provider systems, in line with approval thresholds.
- Maintain accurate and up-to-date compliance records, permits, and maintenance documentation, ensuring alignment with data centre policies and audit requirements.
- Provide general administrative support including data entry, invoice processing, approval tracking, and maintenance of effective filing systems.
- Liaise with internal stakeholders and external parties (including FM providers, consultants, and vendors) to support coordination documentation management, and resolution of queries.
- Manage Financial Authority Limit (FAL) documentation and related matters.
- Prepare, track, and manage purchase orders for the FM provider, property managers, and subcontractors, ensuring all supporting documentation are compliant with approved budgets and internal procurement policies.
- Support onboarding of new suppliers by coordinating due diligence checks, including financial, HSE, insurance, certification, and regulatory compliance requirements.
- Ensure all supplier documentation (e.g., risk ratings, RAMS, insurance certificates, training records) is complete, valid, and compliant before engagement.
- Maintain accurate supplier compliance trackers and documentation to support audit readiness and internal governance standards.
- Liaise with compliance, legal, and risk teams to resolve supplier-related issues and ensure adherence to company policies.
- Serve as the designated administrator for the internal Integrated Management System (IMS), maintaining system integrity and supporting ISO certification compliance, including governance of user access controls.
- Support the implementation and continuous improvement of procurement, supplier management, and operational governance processes.
- Develop and maintain standard templates, trackers, and reporting tools to enhance efficiency, consistency, and transparency across operations.
- Perform additional administrative and operational tasks as required to meet business needs.
We Are Looking For Someone With
- Previous experience in, or exposure to, a data centre, critical environment, or multi-site facilities management enviornment.
- Demonstrated experience in coordinating multi-site operations, maintenance activities, or projects, including planning, scheduling, and tracking of activities aligned to operational priorities.
- Experience or exposure to procurement processes, supplier coordination, and contract administration, ideally including PQQs/RFPs, purchase orders, and supplier onboarding.
- Experience supporting supplier due diligence and compliance processes, including documentation tracking (e.g. insurance, compliance checks) and audit readiness.
- Exposure to working with or supporting third-party property managers or FM providers, including coordination, performance tracking, and financial processes such as service charge or budget inputs.
- Minimum of 3+ years' of relevant administrative or coordination experience, ideally within a data centre, facilities, or technical environment.
- Strong written and verbal communication skills, with the ability to engage confidently and professionally with internal teams, suppliers, and external stakeholders.
- Highly organised with strong attention to detail, and able to manage multiple priorities across operations, projects, procurement, and compliance activities in a fast-paced environment.
- Proactive and collaborative team player with the ability to follow up on actions, resolve issues, and maintain strong working relationships with stakeholders.
- Comfortable working within structured governance frameworks, with a focus on accuracy, compliance, and process consistency.
- Proficient in MS Office applications including PowerPoint, Excel, Outlook, and Word; with experience with FM systems (e.g. P2P, CAFM) is an advantage.
- Ability to operate effectively within a hybrid working arrangement, with a mandatory requirement to attend the London office at least 3 days per week and to undertake occasional visits to data centre sites.
We regret that due to the high volume of applications we are unable to acknowledge each one. Please bear in mind that if you are selected for interview we will contact you within the next seven days.
- Adam.Summerfield@datacenterpeople.com
