The Asset Management and Procurement Specialist is responsible for the full lifecycle of IT hardware and software procurement, from requisition to deployment. This role ensures compliance with purchasing policies, vendor standards, and budget requirements while maintaining the integrity of physical asset tracking. The Specialist sources competitive pricing from reputable vendors, prepares quotes for approval, and manages procurement tickets and credit card orders in alignment with organizational guidelines.In addition, the role oversees purchasing, receiving, inventory management, and reporting within the organization’s IT Asset Management System (Certero/ATLAS), ensuring data accuracy, cost optimization, and audit readiness. Through exceptional customer service and proactive vendor management, the Specialist ensures timely ordering, tracking, and delivery of products to departments while driving efficiency, compliance, and accountability across the asset management process.Key Responsibilities:Vendor Management & ProcurementManage the complete procurement lifecycle, from requisition intake to PO closure.Source competitive pricing from reputable vendors; obtain three quotes for purchases > $5,000 unless exceptions apply.Maintain vendor relationships, negotiate order timelines, and ensure vendor catalog alignment.Collaborate with Finance/Procurement on budget allocation, tax-exempt compliance, and purchasing procedures.Order & Receiving ExecutionPlace orders using approved procurement systems (ATLAS/Cetero, P-Card).Manage credit card purchases, ensuring receipts and authorizations are reconciled.Contact vendors for updates on shipment delays and lead times.Receive deliveries, inspect items, and ensure asset tags and serial numbers are properly logged.Release equipment to technical teams for imaging, installation, or deployment.Asset & Lifecycle ManagementMaintain accuracy of the Asset Management System (Cetero/ATLAS) by recording device details, warranties, and funding sources.Track and forecast refresh cycles for desktops, laptops, and peripherals.Initiate RMAs for defective equipment and manage return processes.Provide weekly inventory counts and ensure audit-readiness of asset records.Ensure compliance for specialty items (e.g., TVs, iPads) per purchasing procedures.System Governance & Continuous ImprovementGovern procurement and lifecycle workflows within Cetero.Define and enforce procurement, tracking, and reporting standards.Leverage dashboards for forecasting, license optimization, and budget planning.Identify automation opportunities and champion training/change management.
