Hard Services Contract Assistant

Role Responsibility

Are you highly organised, confident with data, and comfortable using Excel to track, analyse and report information? We are looking for a proactive and detail-focused
Hard Services Contract Assistant
to support the delivery and management of the Hard FM Contract within the Infrastructure team.
This is a varied and important role, providing day-to-day support across contract management, purchase orders, compliance tracking, supplier meetings, payment processes, Classcare queries and operational reporting. You will act as a key point of contact for general Hard FM enquiries, helping ensure queries are handled professionally, effectively and in line with agreed protocols.
A strong level of IT confidence is essential, particularly in Microsoft Excel, as the role involves maintaining trackers, collecting and verifying compliance data, monitoring contractor performance, reviewing quote response times, and supporting the production of reports for managers. The successful candidate will be comfortable working with information, spotting trends or anomalies, checking accuracy, and using data to support effective contract monitoring and decision-making.
You will support the Hard Services Contract Officer with monthly fixed and variable fee processes, aged debt actions, approved threshold logs, and follow-up activity to help ensure contractor payments and operational actions are progressed in a timely manner.
We are looking for someone who has excellent attention to detail, strong communication skills and a solution-focused approach. You will need to work well with colleagues, suppliers and stakeholders, while maintaining a professional, customer-centred approach.
Key responsibilities will include:
Supporting the Hard FM contract management team with day-to-day operational and administrative activity.
Maintaining and updating compliance trackers, including statutory compliance and weekly fire alarm testing information.
Using Excel and other IT systems to record, verify, analyse and report contract data.
Monitoring contractor performance, including response times to quote requests, and reporting findings to managers.
Supporting payment-related processes, including variable applications for payment, aged debts and approved threshold logs.
Acting as a first point of contact for Hard FM queries, including Classcare-related enquiries.
Providing meeting support, diary management, minute taking and general administrative assistance.
Working closely with the wider Hard Services management team and supporting cover arrangements where required.
About you
You will bring strong organisational skills, accuracy and a practical approach to problem solving. You should be confident working in a busy office or project environment and be able to manage competing priorities while maintaining high standards of work. Experience of budget monitoring, facilities management contracts or property operations would be an advantage.
You should be able to demonstrate:
Good IT skills, with particular confidence in Microsoft Excel.
The ability to maintain spreadsheets, trackers and records accurately.
An interest in data analysis, reporting and using information to support service improvement.
Strong attention to detail and a solution-focused approach.
Excellent communication and interpersonal skills.
A team-focused approach and willingness to support colleagues across the service.
An understanding of, or interest in, facilities management, supply chains, property operations and budget monitoring.
A Level 3 qualification in Business Administration, or equivalent experience, is required for this role.
Why apply?
This is a great opportunity for someone who enjoys working with systems, spreadsheets, processes and people. You will play an important part in supporting contract performance, compliance, customer service and continuous improvement across the Hard FM service.
We are looking for someone who is curious, responsible, compassionate, brave and strong together, reflecting Kent’s values and helping us deliver effective services for Kent’s residents, families and communities.

Contact Details

For further information, please contact:
Jo Houlker-Barton - Joanne.Houlker-Barton@kent.gov.uk

About the Company

Work that works for you and us - let's talk flexibility!
KCC is committed to building a workforce which reflects the diversity of the county's working residents, encouraging applications from people of all ages, abilities, genders, sexual orientations, ethnic backgrounds, faiths and those with caring responsibilities, and aspires to create an inclusive workplace where everyone can be themselves at work.
Please note - if you are interested, please apply soon as possible as the closing date for this advert may be earlier than stated should a number of suitably qualified candidates apply.

Job Description & Person Specification

Hard Services Contract Assistant JD.pdf