Administrator

Maidstone, Kent
Connect2Kent

About Us

Connect2Kent provides a managed service across all sectors providing temporary, contract and interim opportunities into Kent County Council. Our service is built on our values of ethical, trustworthy, and caring, and our profits are returned to our Local Authority shareholders.

About the Role – Hard Contracts Services Officer

Responsible for providing support on all aspects of financial management relating to the Hard FM Contract and being the point of contact for all general Hard FM related queries. The post is responsible for ensuring that the authorities’ financial protocols are applied across the Hard FM contract including supporting the Hard Services Contract Officer in monthly fixed and variable fixed fees and day to day operational support for purchase orders, insurance inspections and utilities management.

What is the day-to-day of the role:

• Responsible for monitoring the Hard FM operational variable budget to ensure that we remain inside our allocated budget. Alerting the Hard FM and Security Services Contracts Manager and the Technical Services Managers as we get closer to the monthly variable budget limit, to ensure that we do not go over budget. Assist with the prioritisation of quoted works, based on work type and location.
• Responsible for raising purchase orders for all approved Hard FM quotes, tracking the progress of purchase orders to ensure that the service providers can carry out work in a timely manner and be paid within the terms of payment set out in their contracts. This is to ensure contract compliance and timely payment to ensure all contractors and supply chain are paid promptly.
• Responsible for reviewing the variable applications for payment ensuring that the works are completed in line with the agreed quote prior to approval and liaise with colleagues for any queries regarding completion of the works to discuss and agree on a solution. Attending supplier meetings with the Hard Services Contract Officer to discuss the variable applications for payment and aged debts, taking any actions and following through to resolution to ensure Contractor’s payments are made on time.
• Responsible for organising the quarterly and year end finance reconciliation including all backdated Reactive Log and Variable Application finance to ensure budgets reflect an accurate position of spend to support with forecasts for the next financial year.
• Responsible for monitoring the Contractors performance on response times to quotes requests through desktop audits to support the review and sign of the Contract Performance Mechanism providing reports on findings to managers.
• Responsible for monitoring the internal KCC response times for the review and approval of quotes, providing performance reports weekly to the Hard FM and Security Services Contracts Manager and the wider team to ensure work is proritised to meet agreed SLAs.
• Responsible for monitoring the weekly reactive log, ensuring tasks not covered under the Semi Comprehensive Maintenance Threshold are approved promptly and spend does not exceed agreed thresholds.
• To act as the point of contact for all Hard FM queries, including Classcare, Utilities and Insurances Inspections, actioning and providing advice or where appropriate assigning them to the relevant team member on Tech Forge ensuring that the queries are dealt with effectively and in a professional manner.
• Responsible for delivering a customer centric approach and displaying customer focused, professional and empathetic behaviour. Provide excellent service putting the customer at the heart of every aspect of the work.
• Responsible for stimulating an environment for innovation with opportunities to plan new interventions that will drive innovation, proactively embracing new ways of working. Consistently looking at the current way of working to see how this can be improved.

Required Skills and Qualification

• Experience of working in a project and office environment
• Experience in Facilities Management contracts
• Experience of budget monitoring
• Attention to detail and ability to remain “solution focused”.
• Excellent Interpersonal skills and team approach
• Excellent communication skills
• Budget management administration and monitoring processes
• Knowledge of property operations
• Supply chains and facilities management

Benefits

• No weekend working

APPLY NOW!

Connect2Kent is a trading style of Commercial Services Kent LTD – A company wholly owned by Kent County Council. Connect2Kent is an equal opportunities Employment Agency & Business. It positively encourages applications from all suitably qualified and eligible candidates.