Job Description

Job Title

IT Asset Management Coordinator

Summary

The IT Asset Management Coordinator is responsible for the end-to-end oversight of IT hardware and software assets across their entire lifecycle. This role ensures the company maintains accurate asset records, aligns with ITIL standards, complies with security protocols, and executes deployments and decommissions efficiently. The ideal candidate is process-oriented, detail-driven, and capable of operating at both tactical and strategic levels. This position supports BAU (Business-as-Usual) activities as well as enterprise-level IT projects.

Key Responsibilities:

1. IT Asset Lifecycle Management

Procure and track IT assets including desktops, laptops, monitors, mobile devices, and software licenses using ERP platforms such as Workday and JD Edwards. Ensure all purchases adhere to procurement policies and approved hardware standards to optimize cost and standardize equipment company-wide. Maintain centralized and real-time inventory records of hardware and software assets within asset management systems like Microsoft Intune, SCCM, and Symphony, including serial numbers, user assignments, warranty status, lease terms, and physical locations. Monitor asset utilization rates and lifecycle milestones to identify hardware nearing refresh, lease expiration, or underutilized software licenses that could be reclaimed or redeployed, ultimately optimizing asset ROI. Coordinate provisioning for employee lifecycle events, including new hires, internal transfers, role changes, and terminations, to ensure all users have the right technology setup and returned devices are reimaged or decommissioned. Assist with license management and software entitlement, tracking license thresholds, renewal dates, and usage patterns to ensure compliance with vendor agreements and prevent overages or underuse.

2. Equipment Decommissioning & Return Processing

Execute the end-to-end process for decommissioning assets, including secure data wiping, physical inspection, categorization (reuse/recycle/e-waste), and updating systems of record to reflect retired or returned assets. Physically receive and process returned devices, sorting them by condition, model, and department, and updating inventory logs accordingly. Package or prepare items for repair, reuse, or certified disposal per company sustainability and data security policies. Monitor return tasks within Workday and internal systems, identifying users who have failed to return equipment and conducting proactive follow-ups via email, Slack, or coordination with managers/HR to retrieve company property. Submit incident tickets (e.g., CrowdStrike or internal security system) for any stolen, lost, or unreturned devices to initiate device locking, remote wiping, or forensic investigation, ensuring compliance with cybersecurity protocols and reducing data breach risk. Manage on-site inventory or depot areas, ensuring all equipment is labeled, organized, and stored properly to facilitate quick access and turnaround times for redeployment or vendor pickup.

3. Coordination & SLA Monitoring

Submit and track vendor repair and warranty service tickets, including coordinating on-site tech visits, RMAs, and mail-in repair logistics. Ensure clear documentation of asset condition and outcome to prevent disputes or delays. Track performance metrics using internal dashboards or Excel trackers. Evaluate against contractual Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) such as time to resolve, ticket closure rate, and response time to drive accountability and service improvements. Support vendor management meetings by preparing reports on ticket volumes, failure rates, cost trends, and user feedback. Participate in strategic discussions to optimize service delivery and consolidate vendor agreements when needed.

4. End-User Support & Software Deployment

Use deployment tools such as Autopilot and Intune to remotely push required software applications and security patches to devices before shipment or upon first login. Troubleshoot deployment failures or imaging issues with internal tech teams. Assist in user acceptance testing (UAT) for new software rollouts or OS builds by gathering structured feedback, documenting bugs or feature issues, and coordinating with software vendors and internal IT teams for fixes and releases. Create and maintain user guides and IT documentation, such as knowledge-based articles (KBAs), self-service portals, and software deployment checklists to improve end-user experience and reduce support ticket volume.

5. IT Project Support & Administrative Functions

Support company-wide IT initiatives and refresh cycles, working alongside Project Managers and other IT stakeholders to track device orders, coordinate imaging, prepare shipping, and ensure timely rollout to impacted teams or departments. Maintain project documentation including deployment schedules, inventory logs, budget spend tracking, post-implementation reports, and communication templates to streamline project execution and audit readiness.

Qualifications:

1-3 years of experience in IT Asset Management, IT Support, or Procurement in a corporate or enterprise setting. Strong understanding of ITIL principles, particularly around configuration and incident management. Familiarity with at least one major ticketing system (e.g., ServiceNow, JIRA, Freshservice). Technical fluency with Windows PCs, MacBooks, and mobile device ecosystems. Strong experience with Microsoft Suite for communication and asset tracking.

Preferred:

Experience with endpoint management tools like SCCM, Intune, Autopilot, or JAMF. Knowledge of software licensing, compliance, and true-up processes for enterprise software (e.g., Microsoft, Adobe, Atlassian). Familiarity with legal compliance and data handling practices (GDPR, SOX, ISO/IEC 19770). Financial or budgeting experience, particularly within IT or procurement contexts.

Key Competencies:

Extreme attention to detail - Capable of maintaining high data accuracy across multiple platforms and systems. Process-driven - Comfortable following and improving documented workflows, standard operating procedures, and escalation paths. Multitasking and prioritization - Able to manage high volumes of tickets, orders, and project responsibilities concurrently. Proactive mindset - Identifies inefficiencies, anticipates equipment needs, and suggests cost-saving or time-saving measures. Clear communication skills - Strong written and verbal communication across technical and non-technical audience



INCO: "Cushman & Wakefield"