Asset Management Coordinator

cw; United States; On-site; USD 60,000 - 90,000; Full time

Job summary

cw is seeking an IT Asset Management Coordinator to oversee the end-to-end lifecycle of hardware and software assets across the organization. The role emphasizes accuracy, ITIL-aligned processes, security compliance, and delivering deployments and decommissions efficiently.

You will maintain inventory records using Workday/JD Edwards, Intune, SCCM, and Symphony, monitor warranties and leases, support onboarding/offboarding, and coordinate licensing and renewals while ensuring optimal asset ROI

Job description

Asset Management Coordinator

The IT Asset Management Coordinator is responsible for the end-to-end oversight and deployment 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

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.
• Coordinating provisioning and logistics 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.

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.

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.

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.

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 d