IT Software/Hardware Assets Coordinator

Core Responsibilities

• Maintains accurate hardware inventory and updates work order tracking systems.
• Conducts regular physical inventory reviews to verify asset condition.
• Manages the computer loaner pool and sanitizes devices before reissue.
• Provides customer support and resolves escalated operational issues.
• Collaborates with stakeholders to ensure hardware assets are compliant with organizational policies.
• Coordinates hardware replacements, upgrades, and shipments to end-users.
• Assists with vendor demonstrations, educational meetings, and events.
• Ensures compliance with hardware disposal and data security policies.
• Builds and maintains strong relationships with hardware vendors.
• Maintains product delivery timelines and resolves potential delays.
• Ensures timely payment and fulfillment of hardware orders.
• Generates reports and maintains documentation on hardware specifications.
• Communicates with stakeholders about hardware activities and concerns.
• Assists with processing equipment and supply requests for the IT team.

Department Specific Functions

• Hardware Inventory Management: Maintain accurate records of hardware assets, including computers, peripherals, and other related devices.
• Collaborate with stakeholders to understand hardware requirements and specifications.
• Update work order tracking systems with relevant product information and details.
• Conduct routine review and physical inventory to verify the existence and condition of hardware assets.
• Manage the computer loaner pool and collaborate with internal teams to properly sanitize devices prior to reissuing.

Customer Support

• Facilitate problem solving of escalated operational issues through collaboration with internal stakeholders.
• Afford customers with questions and concerns, providing remote training when requested.
• Coordinate hardware replacements or upgrades as needed to minimize downtime and ensure operational continuity.
• Coordinate the deployment and shipment of hardware assets to end-users or designated locations, ensuring timely delivery.
• Assist with coordinating vendor demonstrations, educational meetings, conference participation, and location reservation.

Lifecycle Management

• Continuously assess the effectiveness of internal controls to safeguard hardware assets from theft, unauthorized access, and damage.
• Facilitate the disposal of surplus hardware assets in compliance with environmental regulations and data security policies.
• Participate in special projects and process improvement as necessary.

Vendor Management

• Establish and maintain strong relationships with hardware providers.
• Monitor timelines for delivery of products and services.
• Engage business and industry providers to identify, communicate, and seek resolution to potential product availability delays.
• Monitor order fulfillment process and ensure timely payment for products and services.

Administrative Support

• Generate reports and dashboards to provide team metrics.
• Maintain documentation related to hardware configurations, specifications, maintenance history, and warranty information.
• Communicate regularly with stakeholders to provide updates on hardware asset management activities and address any concerns or issues.
• Afford assistance with the distribution of supplies to internal stakeholders.
• Coordinate the processing of requests for equipment and supplies specific to the IT Hardware Asset team.

Qualifications

• High School Diploma
• Minimum 2 years of relevant experience required
• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.
• Teamwork: Ability to work collaboratively with others and contribute to a team environment.
• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.
• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.