Full Job Description
Objectives
Main Function of the Job:
- Assist the Data Centre Management & Site Supervisor with administrative duties.
- Manage calendars, schedule meetings and appointments, and coordinate site access for both internal and external parties.
- Compile and distribute meeting minutes.
- Prepare training materials and organizational reports as needed.
- Oversee departmental internal and external training programs.
- Manage duty and shift rosters across all teams.
- Request quotations, raise purchase order requests, and process invoices.
- Maintain databases for all testing instruments and ensure their annual/quarterly calibration.
- Manage tools, uniforms, and health & safety registers according to Teraco HSE policy.
- Monitor supplies, tools, PPE, and critical spares, placing orders as necessary.
- Arrange and receive stock shipments between branches and regions.
- Purchase and manage stock, conducting monthly stock takes.
- Print, scan, and upload job cards and supporting documentation to asset management systems, ensuring high quality and completion of reports.
- Follow up with internal and external contractors to obtain and review outstanding maintenance and installation documentation promptly.
- Collaborate with on-site maintenance teams and external contractors to ensure company assets are maintained and repaired to meet standards.
- Schedule and manage all site maintenance, planned and unplanned events, and update the maintenance calendar.
- Review working methods to ensure all SLAs are maintained and achieved.
- Oversee daily activities of all teams, schedule jobs, and sign off on them within pre-defined timelines.
- Create, distribute, follow up on, update, and close tickets.
- Manage and update incoming alarms and dispatch technicians.
- Log call-outs with service providers and close calls once complete during business hours.
- Collate, manage, and close call-outs raised outside business hours.
- Notify clients of all relevant maintenance, repairs, and outages.
- Report client-specific incidents in the event of issues arising on site.
- Assist with ad hoc duties around the office and facility.
- Update internal communication groups when issues arise.
- Ensure handovers are compiled, actioned, and followed through.
- Liaise with the management team to schedule daily/weekly/monthly installation schedules across all teams.
- Present weekly ticket reports to the Data Centre Manager with updated statuses.
Skill Requirements
- Strong technical abilities.
- Proficient in office administration.
- Effective communication skills and active listening.
- Proactive problem-solving and rapid, accurate assessments.
- Ability to work independently and as a positive team player.
- Self-motivated and capable of working unsupervised.
- Professional demeanor, high tolerance, and patience.
- Commitment to continued learning and self-development.
- Quick response to critical situations.
- Troubleshoot systems and components to identify root causes of failures.
- Implement corrective actions promptly to mitigate negative effects of system changes.
- Advanced Microsoft Office skills.
Qualifications and Experience
- Up to 2 years of office management or administrative experience.
- Minimum 2 years of relevant data centre experience is advantageous but not required.
- Good knowledge of data centre and critical infrastructure environments is advantageous.
