IT Asset Coordinator

Job Description (JD) IT Asset Coordinator

Position Title : IT Asset Coordinator

Experience Required : 4–5 Years

Location : As per business requirement

Job Summary

We are seeking a detail-oriented and proactive IT Asset Coordinator to manage the complete lifecycle of IT assets across the organization. The ideal candidate will be responsible for maintaining accurate asset records, coordinating IMAC (Install, Move, Add, and Change) activities, ensuring compliance with asset management policies, collaborating with vendors, and supporting audit and reporting requirements.

The role requires strong analytical, organizational, and stakeholder management skills to ensure effective tracking, utilization, and governance of IT assets throughout their lifecycle.

Key Responsibilities

IT Asset Lifecycle Management

• Manage end-to-end IT asset lifecycle processes including:
• Procurement support
• Asset onboarding and tagging
• Deployment and allocation
• Asset transfers and movements
• Maintenance and warranty tracking
• Refresh and replacement planning
• Asset retirement and disposal
• Maintain accurate inventory records for hardware, peripherals, and related IT assets.
• Ensure all asset movements are properly documented and updated in the asset management system.
• Monitor asset utilization and identify opportunities for optimization and cost savings.
• Ensure asset information remains current, complete, and audit-ready.

IMAC (Install, Move, Add, Change) Management

• Coordinate and track all IMAC requests across the organization.
• Plan and execute installations, relocations, additions, and changes of IT equipment.
• Collaborate with IT support teams to ensure timely execution of IMAC activities.
• Maintain records of completed IMAC activities and update asset databases accordingly.
• Ensure minimal business disruption during IMAC implementations.

Asset Tracking & Inventory Management

• Perform regular physical asset verification and reconciliation exercises.
• Conduct periodic inventory audits and address discrepancies.
• Generate reports on asset allocation, utilization, aging, stock levels, and compliance.
• Ensure adherence to organizational asset governance standards and processes.
• Support internal and external audits by providing accurate asset documentation.

Vendor Management & Reviews

• Coordinate with hardware and service vendors for procurement, repairs, warranty claims, and support requests.
• Track vendor performance against agreed service levels.
• Participate in periodic vendor reviews and provide feedback on service quality, responsiveness, and compliance.
• Maintain vendor documentation, contract records, warranty details, and support contacts.
• Assist in identifying opportunities for vendor optimization and cost efficiency.

Reporting & Documentation

• Create and maintain comprehensive asset management reports and dashboards.
• Ensure data accuracy across all asset repositories and tracking tools.
• Prepare monthly, quarterly, and on-demand management reports.
• Document asset management procedures, policies, and operational guidelines.
• Support management with asset forecasting and planning activities.

Stakeholder Coordination

• Work closely with IT teams, procurement, finance, HR, facilities, and business stakeholders.
• Serve as a point of contact for asset-related queries and escalations.
• Coordinate asset allocation and recovery activities for employee onboarding, transfers, and offboarding.
• Ensure smooth communication between internal teams and external vendors.

Compliance & Governance

• Ensure compliance with organizational asset management policies and procedures.
• Support implementation of IT Asset Management (ITAM) best practices.
• Assist in maintaining accurate configuration and asset records.
• Contribute to process improvement initiatives related to asset governance and operational efficiency.

Required Skills & Competencies

Technical Skills

• Strong experience in IT Asset Lifecycle Management.
• Working knowledge of IMAC Processes.
• Proficiency in MS Excel, Google Sheets, and asset tracking tools.
• Experience with inventory management systems and asset repositories.
• Understanding of hardware asset management processes and controls.
• Knowledge of reporting and data analysis techniques.

Functional Skills

• Strong attention to detail and accuracy in data entry and reporting.
• Excellent organizational and time management abilities.
• Ability to manage multiple priorities simultaneously.
• Strong documentation and record-management skills.
• Problem-solving and analytical thinking.

Communication & Coordination

• Excellent verbal and written communication skills.
• Strong stakeholder management and coordination capabilities.
• Ability to collaborate effectively across cross-functional teams.
• Experience working with vendors and external partners.

Preferred Qualifications

• Bachelor's degree in Information Technology, Computer Science, Business Administration, or a related field.
• Understanding of ITIL Asset Management and Configuration Management principles.
• ITIL Foundation Certification or equivalent certification will be an added advantage.
• Experience working in enterprise IT environments and asset management frameworks.

Key Success Metrics

• Asset inventory accuracy and data integrity.
• Timely completion of IMAC requests.
• Compliance with asset management processes and audit requirements.
• Reduction in asset discrepancies and inventory variances.
• Effective vendor performance management.
• Accurate and timely reporting of asset-related information.