IT Asset and Licensing Assistant

IT Asset and Licensing Assistant - Local Government - £150 - £180 a day (inside IR35) - London/ Hybrid - 3 month initial contract

We are seeking an organised, detail-focused and proactive IT Asset and Licensing Assistant to join the IT & Digital Portfolio team at the London Borough of Redbridge.

This is an excellent opportunity for someone with experience in IT administration, asset management, stock control, procurement or financial administration who enjoys working with data, maintaining accurate records and supporting a busy IT service.

You will play an important role in helping manage the Councils IT hardware, software licences, purchasing activities and associated financial records, ensuring that equipment and software are properly recorded, controlled and accounted for throughout their lifecycle.

Key responsibilities
IT Asset Management
Maintain accurate records of IT hardware and software assets within the Councils asset management systems.
Record and update asset details, including serial numbers, asset tags, models, locations, assigned users and warranty information.
Support the full IT asset lifecycle, including purchasing, receiving, storing, issuing, transferring, recovering, reusing and disposing of equipment.
Receive, label, organise and issue IT equipment to authorised users.
Undertake physical stock checks and reconcile equipment against asset registers.
Investigate missing, duplicate or inaccurate asset records.
Monitor stock levels and highlight shortages or surplus equipment.
Software Licensing
Maintain accurate software licence and subscription records.
Monitor licence allocations, usage, renewals and expiry dates.
Support licence allocation and removal when employees join, move or leave the organisation.
Identify unused or duplicated licences that could be reallocated or cancelled.
Assist with licence reconciliation and compliance checks.
Produce reports on licence usage, costs and upcoming renewals.
Procurement and Purchasing Administration
Support IT purchasing activities, including purchase requisitions and purchase orders.
Obtain supplier quotations when required and check pricing, quantities, VAT and delivery costs.
Maintain purchasing trackers, recording suppliers, approvals, costs and expected delivery dates.
Liaise with suppliers regarding deliveries, missing items, returns and warranty issues.
Reconcile purchase orders, delivery notes and invoices, highlighting discrepancies.
Maintain accurate purchasing documentation and supporting audit trails.
Help identify cost-saving opportunities through equipment reuse and software licence reallocation.

Assist in the procurement and tendering process. Using the councils contract tendering Portal.

Update the contract and software asset database. Report on Contract position and send warning emails to warn officers that an action is required.

Please note: This is an administrative support role. Supplier selection, contract awards and purchasing commitments remain the responsibility of authorised officers.

Excel and Data Management
Maintain and update asset, stock, purchasing and licensing spreadsheets.
Work with large datasets, importing, cleansing, formatting and validating information.
Use Excel formulas including XLOOKUP, VLOOKUP, SUMIFS, COUNTIFS, IF and IFERROR.
Create and maintain PivotTables, Excel Tables, filters and conditional formatting.
Compare and reconcile information from different systems and reports.
Identify duplicate, missing or inconsistent data.
Produce reports and summaries relating to expenditure, stock levels, licence usage and renewals.
Supplier and Customer Support
Respond professionally to IT asset, equipment and licensing enquiries.
Liaise with internal IT teams, Finance, business departments and external suppliers.
Keep customers updated on equipment requests and outstanding deliveries.
Maintain accurate records of communications and actions.
Support audits, stocktakes and information-gathering exercises.
Essential skills and experience
To be successful in this role, you will need:

Previous experience maintaining asset, stock, purchasing, financial or administrative records.
Strong Microsoft Excel skills, including formulas, filtering, data validation and PivotTables.
Experience working with large datasets and reconciling information from different sources.
Excellent attention to detail and the ability to identify inaccurate, missing or duplicated information.
An understanding of the IT equipment and asset lifecycle.
Good general knowledge of workplace IT hardware and commonly used software.
Experience using Microsoft 365 applications, particularly Excel, Outlook, Word and Teams.
Strong organisational skills and the ability to manage competing priorities and deadlines.
Good written and verbal communication skills.
Experience dealing with customers, colleagues and external suppliers.
The ability to maintain accurate records and follow established procedures.
An understanding of confidentiality and the importance of handling sensitive information appropriately.

Desirable experience
The following experience would be advantageous:

Previous experience in IT asset management, IT procurement, software licensing or IT administration.
Familiarity with IT service management or asset management systems such as ServiceNow, HaloITSM, Freshservice, ManageEngine or TOPdesk.
Experience processing purchase requisitions, purchase orders, invoices, quotations and delivery notes.
Experience working within local government or the public sector.
Knowledge of Microsoft 365 licensing and software subscription management.
Experience of stock control, equipment deployment or warehouse administration.
Experience supporting audits, compliance checks and physical stocktakes.
Awareness of secure IT equipment disposal and data protection requirements.
No formal professional qualification is required.

Personal attributes
We are looking for someone who is:

Highly organised, methodical and accurate.
Numerate and confident working with financial and asset information.
Proactive in following up outstanding information and overdue actions.
Customer-focused with a professional and helpful approach.
Adaptable and comfortable working in a changing environment.
Able to work independently while following established procedures.
Trustworthy and confident handling equipment, financial information and confidential records.
Comfortable recognising issues and escalating them appropriately.
What you can expect to achieve
In this role, you will help the Council to:

Maintain accurate and reliable IT asset and software licence records.
Improve stock control and reduce the risk of equipment loss.
Ensure purchasing and financial records are accurate and auditable.
Identify upcoming software renewals and potential licensing issues.
Reduce unnecessary expenditure through equipment reuse and licence reallocation.
Improve the efficiency of IT asset administration and customer support.