IT Asset Manager

Smartsuite; Newport Beach (CA); On-site; USD 90,000 - 150,000; Full time

Job summary

Capitolis is seeking an IT Asset Manager to oversee the lifecycle of hardware, software and cloud assets, ensuring accurate licensing, compliance and cost visibility. The role coordinates with Procurement, FP&A and IT risk teams to keep the CMDB trustworthy and the asset register complete across the organization.

You will own lifecycle events, renewal planning, and dashboards that inform finance and leadership while enabling audits and security programs.

Qualifications

• Experience owning IT asset lifecycle and configurations across hardware, software and cloud assets.
• Strong understanding of license entitlements, renewals, and cost optimization.
• Familiarity with CMDB data quality and ITIL-like governance.

Responsibilities

• Maintain the asset register across hardware, software and cloud assets.
• Track licenses, entitlements and compliance.
• Own configuration management and CMDB data quality.
• Report total cost of ownership and optimization opportunities.
• Collaborate with Procurement, FP&A, Service Desk, IT Risk and Systems Administrator.

Tools

IT Asset Management

CMDB

Vulnerability Management

Job description

IT service delivery

SmartSuite for the IT Asset Manager

The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: procurement, deployment, licensing, maintenance, refresh and disposal, and the configuration data that ties assets to services. They control cost and license compliance and keep the CMDB trustworthy.

Reports to

IT Service Manager

What you own

The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: procurement, deployment, licensing, maintenance, refresh and disposal, and the configuration data that ties assets to services.

• Maintain the asset register across hardware, software and cloud
• Manage procurement, deployment, refresh and disposal lifecycles
• Track licenses, entitlements and compliance
• Own configuration management and CMDB data quality
• Report total cost of ownership and optimization opportunities
• Support audits, security and continuity with accurate asset data

Reporting lines

Who this role reports to, who reports to them, and the peers they work with most.

Reports to

IT Service Manager

Works closely with

• Procurement Manager
• FP&A Manager
• Service Desk Analyst
• IT Risk Manager
• Systems Administrator

How SmartSuite supports the IT Asset Manager

The IT Asset Manager owns hardware, software and cloud assets from request to disposal and answers to the IT Service Manager, and through them the CIO and Finance, for cost, license compliance and a trustworthy CMDB. SmartSuite keeps the register, contracts and configuration data in one system of record, so a renewal brief or an audit response uses the register's numbers.

Own the asset lifecycle and the CMDB

Owner, location and status on every asset

Each hardware, software and cloud asset carries its assigned user, department, physical location and lifecycle status with complete history, so the register says where a laptop is and who has it, not where it was issued.

Refresh cycles planned before the surprise

Lifecycle milestones and alerts flag end-of-life and refresh dates ahead of time, so the refresh schedule you take to the FP&A Manager is planned by asset age and warranty rather than by failure.

Licenses allocated, counted and renewed on time

Track license ownership, allocation, renewal dates and compliance posture per title, so entitlements against installs are a report you run and a true-up conversation with a vendor starts from your figures.

Stay connected to procurement, finance and security

Contracts and purchase orders on the asset record

Purchase Orders & Procurement links each asset to its vendor, contract, purchase date, cost and renewal terms, so the Procurement Manager and you read the same commercial context without reconciling two systems.

A dashboard for each audience

Role-based dashboards show IT the operational detail, Finance the spend and renewals, and Procurement the vendor and purchasing activity, so the FP&A Manager stops asking for an export and reads the live view.

Repairs and exceptions logged against the asset

Maintenance, repairs and exceptions are logged on the asset record itself, so the Systems Administrator sees the device's history before touching it and a recurring fault shows up as a pattern rather than separate tickets.

Prove cost and compliance to the CIO and auditors

Inventory evidence for NIST, ISO and CIS

Asset and configuration records map to the NIST CSF, ISO 27001 and CIS Controls inventory requirements, so when the IT Risk Manager needs evidence that the inventory control is met the register itself is the artifact.

Renewal and notice windows never missed

Automated reminders track renewal windows, notice periods and warranties, so a contract auto-renews only when you decided it should and the CIO is not asked to approve a year you did not plan.

Renewal briefs drafted with the AI Assistant

Use the AI Assistant in a SmartDoc field to generate asset summaries, renewal briefs and refresh planning insights from the register, so the total cost of ownership story you give the IT Service Manager starts from a draft rather than a blank page.

Asset config. Tracks every asset from request to disposal with ownership, location, cost and license entitlement, and maps assets to services in the CMDB.

Request. Handles asset requests, assignments and returns through the service desk workflow.

Security. Supplies asset and configuration data to vulnerability and risk programs.

Reporting. Reports license compliance, refresh schedules and total cost of ownership to finance and IT leadership.

Products this role uses most

IT Asset Management

Track and manage IT assets across their lifecycle with full visibility into inventory, ownership, usage, and performance.

Configuration Management (CMDB)

Track systems, applications, and dependencies in a CMDB that feeds incident, change, and service workflows.

Purchase Orders & Procurement

Create and manage purchase orders with real-time visibility into procurement execution, vendors, and financial impact.

Vulnerability Management

Identify, prioritize, and remediate vulnerabilities across systems and applications with automated workflows, SLA tracking, and real-time operational visibility.

Industry reference

ITIL 4's IT asset management and service configuration management practices and the ISO/IEC 19770 series (software asset management) define the discipline; ISO/IEC 20000-1 requires configuration information to be maintained. Asset inventories are required controls under NIST CSF 2.0 (Identify), ISO/IEC 27001:2022 Annex A 5.9, CIS Control 1 and 2, PCI DSS v4.0.1 Requirement 12.5 and HIPAA's device and media controls; FFIEC guidance and DORA expect financial entities to maintain complete asset and ICT third-party records. ISO/IEC 19770-1 is the certifiable IT asset management system standard, and the register this role keeps is the evidence each of those controls asks for.

Related roles

IT Service Manager

Frequently asked questions

The IT Asset Manager owns the lifecycle of hardware, software and cloud assets: the asset register, procurement, deployment, refresh and disposal, licenses, entitlements and compliance, and the configuration management data that ties assets to services in the CMDB. They report total cost of ownership and optimization opportunities, and supply the accurate asset data that audits, security and continuity rely on. Cost control and license compliance are the measures they are judged by.

IT Asset Management tracks every asset from request to disposal with ownership, location, cost and license entitlement, so each item has a record of who holds it, where it is, what it cost and what license it consumes. Configuration Management (CMDB) maps assets to the services they support, which is what keeps the CMDB trustworthy, and Purchase Orders & Procurement covers the acquisition step so a new asset enters the register when it is bought, not when someone remembers.

SmartSuite handles asset requests, assignments and returns through the service desk workflow, so a request for a laptop or a license is raised, approved and fulfilled in the same way as any other service request, and the assignment is recorded against the asset. The Service Desk Analyst processes the request while the register updates with the new holder, and a return at offboarding closes the loop so the asset is available again or marked for disposal.

Asset and configuration data is supplied to vulnerability and risk programs, so the IT Risk Manager and Vulnerability Management work from the same asset list the IT Asset Manager maintains rather than a separate scan inventory. A vulnerability on a system can be traced to the asset, its owner and the service it supports. That is the asset inventory control that NIST CSF 2.0, ISO 27001 Annex A 5.9 and CIS Controls 1 and 2 require.

SmartSuite reports license compliance, refresh schedules and total cost of ownership to finance and IT leadership from the asset register itself. The IT Asset Manager can show the Chief Information Officer and FP&A Manager where entitlements are exceeded or unused, which assets are due for refresh and what each service costs in assets, with the Procurement Manager seeing the same data for renewals. The report is a view of the register, not a quarterly audit.

An IT team needs its current asset list, however it is held, with owners and locations where known, and its license agreements. New customers can start with SmartSuite Onboarding, a guided four-week program around one or two priority workflows; for this role the first workflow is the asset register. Service mappings in the CMDB are built as services are reviewed, and the Systems Administrator keeps configuration data current from the same record. Gaps in the existing data show up as the register fills, which is itself the first clean-up list.