IT Asset & Operations Specialist

This role is responsible for the administrative and operational management of the company’s IT assets, software licenses, subscriptions, telecom/mobile services, purchasing records, recurring expenses, and shipping/logistics.

The ideal candidate is someone who brings together IT knowledge, strong administrative and financial skills, and exceptional organization and follow-through.

This person will serve as a key resource for keeping IT operations organized, accurate, and proactive - ensuring the team knows what technology and services we have, who is using them, what they cost, and when important renewals or actions are coming due.

This is not a traditional help desk or engineering position. We are looking for someone who understands technology and IT operations while also being comfortable working with invoices, purchasing records, vendors, spreadsheets, subscriptions, and asset databases.

What You’ll Do

IT Asset Management

• Maintain accurate records of company hardware and technology assets throughout their lifecycle.
• Track equipment assignments, locations, ownership, status, replacements, returns, and disposition.
• Reconcile physical equipment with asset management records and identify discrepancies.
• Coordinate device shipments, returns, replacements, and logistics.
• Maintain accurate records for laptops, desktops, mobile devices, peripherals, and other IT equipment.
• Support asset lifecycle activities from procurement through retirement and disposal.

Software & License Management

• Maintain accurate records of software licenses, subscriptions, users, and available seats.
• Track assigned versus unused licenses and identify opportunities to eliminate unnecessary expenses.
• Monitor software expiration and renewal dates and provide advance notice to IT leadership.
• Review recurring software charges and reconcile them against internal records.
• Assist with license additions, removals, renewals, and changes following established approval processes.
• Maintain vendor and subscription information within appropriate systems.

IT Purchasing & Financial Operations

• Process approved IT purchases and maintain accurate purchasing records.
• Review invoices and recurring charges for accuracy.
• Reconcile vendor billing against contracts, purchase records, subscriptions, and usage.
• Track recurring IT expenses and help identify upcoming financial commitments.
• Assist IT leadership with quarterly and annual budgeting by providing visibility into upcoming renewals and expected costs.
• Identify duplicate, unused, outdated, or unnecessary services and bring potential savings opportunities to the appropriate stakeholders.
• Maintain organized documentation for IT vendors, purchases, contracts, and subscriptions.

Telecom & Mobile Operations

• Maintain accurate records of company mobile devices, phone numbers, users, plans, and carrier accounts.
• Assist with device activations, replacements, upgrades, and deactivations.
• Review telecom invoices and recurring charges for accuracy.
• Coordinate routine telecom changes and maintain supporting documentation.
• Partner with IT and other departments to ensure mobile and telecom records remain accurate.

Reporting & Process Management

• Maintain accurate spreadsheets, databases, and reporting related to IT assets, software, expenses, and renewals.
• Develop and maintain tracking processes that help IT leadership stay ahead of upcoming renewals, purchases, and operational needs.
• Prepare regular reports on assets, software licenses, subscriptions, expenses, and upcoming renewals.
• Help improve processes for asset tracking, purchasing, license management, and vendor administration.
• Maintain accurate documentation and ensure information is easy to locate when needed.

• 2+ years of experience in IT asset management, IT operations, purchasing, accounts payable, bookkeeping, expense management, or a related administrative/operational function.
• Previous experience in help desk, desktop support, IT support, or IT operations is strongly preferred.
• Experience managing hardware, software, inventory, or technology assets.
• Experience reviewing invoices, recurring charges, purchasing records, or vendor billing.
• Strong Excel/spreadsheet skills, including the ability to reconcile and organize large amounts of information.
• Experience working with software licenses, subscriptions, renewals, or vendor accounts.
• Exceptional organization and attention to detail.
• Strong follow-through and the ability to proactively manage deadlines and renewals.
• Strong written and verbal communication skills.
• Ability to work effectively with both technical and non-technical stakeholders.
• Ability to manage multiple priorities while maintaining accurate records.
• Comfortable working within established approval processes and financial controls.

Preferred Qualifications

Experience with any of the following is a plus:

• AssetSonar or other IT asset management platforms
• Zendesk or other IT service management/ticketing platforms
• Microsoft 365 administration or licensing
• Telecom/carrier portals
• Software vendor portals
• Shipping and logistics platforms
• Accounting, AP, ERP, or purchasing systems
• Hardware procurement
• Software license management
• IT asset lifecycle management
• IT procurement or vendor management, * Do you have at least 2 years of professional experience managing IT assets, inventory, hardware, or technology equipment?
• Do you have professional experience reviewing or reconciling invoices, purchasing records, expenses, or vendor billing?
• Do you have professional experience managing software licenses, subscriptions, renewals, or license/user assignments?

• 401(k)
• Dental insurance
• Health insurance