Business Operations Assistant Manager

Datacenterpeople Limited; Indonesia; Hybrid; IDR 845,615,000 - 1,328,823,000; Full time

Job summary

Datacenter People partners with an international real estate and data centre portfolio, seeking a proactive administrator to support data centre operations and procurement governance across Europe and Asia.

You will coordinate documentation, process quotations, track compliance, and manage supplier onboarding, due diligence, and IMS governance in a structured hybrid London-based role requiring office attendance three days a week.

Qualifications

• Experience in data centre environments and facilities coordination.
• Experience coordinating multi-site operations and projects.
• Familiarity with procurement, supplier onboarding, and compliance checks.
• Exposure to supplier due diligence and audit readiness.

Responsibilities

• Provide admin support to data centre operations, projects, and compliance across Europe portfolio.
• Organise and maintain project/operations records with version control and accessibility.
• Review/approve quotations for additional works across portfolios via third-party FM systems.
• Maintain compliance records, permits, and maintenance docs aligned with data centre policies.
• Liaise with FM providers, consultants, and vendors to support coordination and queries.
• Support IMS governance and system administration for governance compliance.
• Develop templates, trackers, and reporting tools to improve efficiency across operations.

Skills

Data centre operations

Multi-site coordination

Procurement processes

Supplier onboarding

Compliance documentation

IMS governance

MS Office

P2P / CAFM exposure

Tools

P2P

CAFM

Job description

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.