Location: Dublin, Ireland
Job Purpose
Datalec Precision Installations is a leading provider of high-quality data centre solutions. We pride ourselves on our commitment to excellence, innovation, and customer satisfaction. As we continue to grow, we are seeking a highly organised and detail-oriented individual to join our team as a Contract Support in Data Centre Facilities Management. The successful candidate will play a crucial role in supporting the facilities management team, providing exceptional customer service, and financial and administrative services to the client, ensuring the smooth operation and maintenance of the data centre facilities.
Duties & Responsibilities
- Ensure all quotes are prepared and issued promptly, adhering to the specific requirements outlined in the contract.
- Manage and execute the monthly billing process, ensuring all invoices are issued on time and comply with contract terms.
- Oversee the issuance of reactive billing, ensuring accuracy and timeliness.
- Utilise billing and quoting software to automate and streamline processes.
- Set and manage reminders for key deadlines related to contract requirements.
- Conduct regular reviews of billing and quoting processes to identify and address any bottlenecks.
- Maintain clear and consistent communication with team members regarding deadlines and contract requirements.
- Keep thorough documentation of all issued quotes and invoices to ensure compliance and facilitate tracking.
- Manage and maintain all quotes, supplier quotes and back up reports, contract accuracy and compliance with company policies.
- Assist where required in scheduling maintenance activities and coordinating with contractors and vendors.
- Assist in the preparation of budgets and financial reports, track expenses, and manage purchase orders. Process invoices, chase payments and resolve any queries.
- Ensure all activities are carried out in compliance with relevant health and safety regulations and company policies.
- Prepare regular reports on facility performance, maintenance activities, and contract status, including Profit and Loss, purchase orders, invoices.
- Support the preparation and delivery of monthly Contract Business Reviews, conduct supplier surveys, compile Customer Monthly Management Report and Subcontractor reviews.
- Update labour allocations to ensure accurate client reporting and liaise with the client regarding payment of invoices.
- Timesheets management, update team attendance planner, arrange agency cover and submit hours on portal.
- Obtain supplier quotes and uploading onto the internal system for client approval.
- Ad hoc duties as required by the business, including maintaining stationery supplies and update portals as and when required.
- Contribute towards identifying and helping drive performance, implementation of savings opportunities, and efficiencies, maximising customer and Company revenue.
- Maintain business and client confidentiality, adhering to applicable Data Protection regulations and Information Security Standards in line with company, and group policies and procedures.
Essential skills and knowledge
- Previous experience in a contract support or administrative role, ideally within the facilities management or data centre industry.
- Minimum passes in GCSE Maths and English or equivalent, Diploma in Business Administration, Facilities Management, or a related field preferred
- Strong organisational and multitasking abilities, excellent communication skills, proficiency in MS Office Suite, and familiarity with facilities management software.
- Detail-oriented, proactive, and able to work independently as well as part of a team.
- Ability to build strong relationships with customers and clients, delivering excellent service and maintaining confidentiality.
- Ability to work under pressure and with changing demands and priorities.
Salary
40k – 45k Euros, depending on experience.
Additional Information
Travel – Flexibility to travel as required
To Apply
To apply for this position please send your CV and a cover letter to hr@datalecltd.com. For further information please contact HR on +44 (0) 800 6891318
About Datalec Precision Installations (DPI)
Data Precision Installations (DPI) is a growing, dynamic Data Centre installation company that delivers high-quality and cost-effective design, supply, and installation. We are renowned throughout the industry for our ‘can do, above and beyond’ approach, with attention to detail that makes us successful in implementing the biggest data suite installations across APAC, EMEA, UAE and the UK. The business approach is project delivery that scopes for complex installations. As a company, we pride ourselves on providing high-quality, consistent standards of workmanship in everything we do.