Accounts Payable Specialist (Subcontract)

Location: Buntingford, Hertfordshire, UK

Job Purpose

Datalec Precision Installations (DPI) is a leading provider of data centre design, supply, build, and managed services. We are committed to delivering seamless and integrated solutions for data centre operators worldwide. Our team is dedicated to maintaining high standards of service and excellence in every project we undertake.

We are seeking an Accounts Payable Specialist (Subcontract) to join our team in Buntingford. This role is responsible for the administration, verification, and processing of subcontractor applications and invoices across Datalec’s data centre construction projects.

Reporting directly to the Head of Commercial, the role supports Project Commercial Teams by ensuring accurate cost capture, timely subcontractor payments, robust financial controls, and compliance with contractual payment obligations.

The role supports subcontract invoice processing for all DPI entities worldwide and ensures invoices comply with applicable contractual, financial, taxation, VAT, and regulatory requirements in each relevant jurisdiction. The position requires practical experience of overseas subcontract invoice processing, including multi-entity, multi-currency, and cross-border transactions.

Duties & Responsibilities

• Receive, review, and process subcontractor invoices for all DPI entities worldwide.
• Verify payment applications against subcontract agreements, purchase orders, approved variations, project budgets, and agreed contract milestones.
• Ensure applications include all required contractual, statutory, tax, and commercial supporting documentation.
• Review claimed values against certified progress and approved works.
• Monitor retention, contra charges, back charges, and other commercial adjustments.
• Maintain accurate records of committed expenditure and outstanding liabilities.
• Ensure payments are processed in accordance with contractual payment terms and company procedures.
• Support Commercial Managers and Quantity Surveyors in the valuation, certification, and payment process.
• Track subcontract commitments against approved project budgets.
• Assist with monthly Cost Value Reconciliation (CVR) processes.
• Ensure approved variations are accurately reflected within payment records.
• Provide accurate cost information for forecasting, cash flow management, and project reporting.
• Identify cost trends, risks, and potential overspend areas.
• Maintain subcontractor cost trackers and payment schedules.
• Produce reports detailing invoice status, accrued costs, payment forecasts, committed spend, and supplier liabilities.
• Support monthly, year-end, and month-end reporting requirements.
• Identify and report duplicate invoices, cost anomalies, discrepancies, and commercial risks.
• Act as the primary point of contact for subcontractor payment and invoice enquiries.
• Liaise with Project Managers, Commercial Managers, Buyers, Operations Teams, and Finance personnel to obtain approvals and resolve discrepancies.
• Develop positive working relationships with subcontractors and suppliers.
• Escalate unresolved commercial, compliance, tax, or payment issues where appropriate.
• Ensure all subcontract payments comply with company procedures, delegated authorities, contractual obligations, and project financial controls.
• Review subcontractor invoices for compliance with applicable construction tax and withholding regimes, including CIS, RCT, and equivalent local regulations.
• Verify the correct VAT or indirect tax treatment, including domestic VAT, reverse charge, cross-border, and jurisdiction‑specific requirements where applicable.
• Ensure invoices contain the statutory information and supporting documentation required for processing, payment, and audit purposes.
• Support subcontractor tax‑status verification and maintain accurate compliance records for all DPI entities worldwide.
• Liaise with Finance and appropriate professional advisers when clarification is required on overseas tax, VAT, withholding, or regulatory treatment.
• Monitor relevant regulatory changes and support updates to invoice compliance processes and controls.
• Maintain complete audit trails and protect confidential financial and commercial information.
• Maintain accurate subcontractor, purchase order, commitment, and invoice records within Microsoft Dynamics.
• Ensure Microsoft Dynamics records include accurate VAT, withholding tax, tax coding, currency, and DPI entity information for each subcontract invoice.
• Record and reconcile commitments, invoices, accruals, and payments within Microsoft Dynamics.
• Generate reports from Microsoft Dynamics for project cost reporting, payment forecasting, committed cost tracking, and month‑end reviews.
• Support process improvements, automation initiatives, data accuracy, and standardised reporting across the Commercial function.
• Represent the business, upholding our core values and behaviours with all internal and external customers, clients and third parties.
• 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 Experience

• Previous experience within Accounts Payable, Commercial Administration, or Subcontract Administration in a construction, engineering, MEP, or project‑based environment.
• Demonstrable experience processing overseas subcontract invoices across multiple legal entities and jurisdictions.
• Experience working in a multi‑company and multi‑currency environment.
• Working knowledge of CIS, RCT, VAT, reverse charge VAT, withholding tax, and other relevant subcontractor invoice compliance requirements.
• Understanding of cross‑border invoicing, international supplier payment controls, and jurisdiction‑specific tax documentation.
• Experience using Microsoft Dynamics ERP for purchase order management, invoice processing, supplier reconciliation, tax coding, and reporting.
• Strong understanding of subcontract payment processes and commercial controls.
• Experience processing high volumes of subcontractor applications and invoices.
• Excellent numerical accuracy, attention to detail, organisation, and communication skills.
• Strong Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, and data analysis.
• Ability to prioritise multiple projects and deadlines and build effective relationships across departments.
• Experience within the data centre, construction, engineering, or infrastructure sectors, preferred.
• Understanding of quantity surveying and commercial management principles.
• Knowledge of payment notices, applications for payment, retention, and final account procedures.
• Experience supporting Commercial Managers, Quantity Surveyors, or Project Controls Teams.
• Experience using Power BI or similar reporting tools.
• Knowledge of NEC, JCT, FIDIC, or bespoke subcontract arrangements.

About Datalec Precision Installations (DPI)

Datalec Precision Installations provides world‑class, global data centre solutions, specialising in connectivity design, bespoke manufacturing, construction, and installation services. Supported by unmatched technical expertise, we offer consultancy, technical and critical cleaning, electronic security, and managed services to address every data centre need.