Inventory Specialist

Job Description

The IT Asset Management Specialist safeguards and maintains the organization's technology assets throughout their operational lifecycle. This position controls access to secured inventory, validates approved requests before releasing equipment, maintains complete and accurate records, and coordinates deployment, recovery, refresh, repair, and secure disposal activities. The role also monitors inventory levels, software license availability, warranties, and contract or end-of-life dates so Client Services can act before shortages, expirations, or support gaps occur.

Success in this role depends on disciplined documentation, strong chain-of-custody practices, careful attention to detail, and responsive coordination with employees, vendors, and technical teams. This is primarily an asset management and logistics position; routine end-user ticket troubleshooting is not a primary responsibility.

Primary Responsibilities

Asset Custody and Inventory Control

• Maintain controlled access to secured technology inventory, including computers, mobile devices, printers, peripherals, accessories, and related equipment.

• Release or assign equipment only against an approved service ticket or other documented authorization, confirming required approvals before fulfillment.

• Record and maintain asset tag, serial number, assigned user, location, status, configuration, and associated ticket or authorization information.

• Maintain accurate hardware and software inventory records and reconcile discrepancies through scheduled audits and exception follow-up.

• Monitor stock levels and asset availability, identifying upcoming needs before inventory is depleted.

Asset Lifecycle Management

• Coordinate receiving, tagging, staging, deployment, transfer, recovery, refresh, repair, redeployment, retirement, and secure disposal of technology assets.

• Manage computer swaps, device returns, employee onboarding and offboarding equipment, and recovery of assets that have not been returned.

• Confirm returned equipment is documented, assessed, backed up or wiped when required, and routed for redeployment, repair, recycling, or disposal.

• Track equipment age, warranty status, refresh eligibility, support coverage, and end-of-life dates; provide timely notice and supporting information for replacement planning.

• Maintain chain-of-custody records and appropriate recycling, data-destruction, or disposal documentation.

Licenses, Contracts, Logistics, and Vendors

• Monitor software license availability, usage, renewal dates, and contract or support expirations; alert the appropriate owner before capacity is exhausted or coverage lapses.

• Provide inventory, lifecycle, and usage information needed to support purchasing and renewal decisions; coordinate approved purchasing requests as assigned.

• Manage shipping, receiving, tracking, storage, and distribution of technology equipment while maintaining accurate status and custody records.

• Coordinate warranty service, return merchandise authorizations, printer service, repairs, recycling, and other activities with approved vendors.

• Keep requestors and stakeholders informed of shipment status, delays, fulfillment progress, and required follow-up actions.

Documentation and Process Control

• Document and maintain repeatable workflows for receiving, approval validation, assignment, deployment, recovery, inventory reconciliation, and disposal.

• Ensure all asset movements and status changes are recorded promptly in the designated asset management and ticketing systems.

• Produce inventory, exception, aging, license, warranty, and lifecycle reports as requested.

• Identify documentation gaps, process risks, and recurring inventory discrepancies; recommend practical controls and improvements.

Limited Technical Support Responsibilities

• Perform basic device checks, setup, and validation when directly related to deployment, return, repair, replacement, or retirement.

• Determine whether equipment should be redeployed, repaired, replaced, or retired based on condition, lifecycle status, and established standards.

• Route or escalate user troubleshooting and technical incidents to the appropriate Help Desk or technical team.

• Provide occasional Help Desk coverage when specifically assigned; this position is not expected to maintain a regular troubleshooting ticket queue.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

Two or more years of experience in IT asset management, inventory control, technology logistics, or a closely related function.

• Experience maintaining detailed records in an asset management, inventory, or service-management system.

• Working familiarity with computers, printers, mobile devices, peripherals, software licensing, and common technology accessories.

• Demonstrated attention to detail, organization, follow-through, and ability to manage multiple requests and deadlines.

• Ability to communicate clearly with employees, vendors, managers, and technical teams.

• Ability to follow approval, security, chain-of-custody, escalation, and data-handling procedures.

• Ability to occasionally lift and move equipment weighing up to 50 pounds. • Experience with KACE, ServicePRO, Jira Service Management, or a comparable IT asset management or ticketing platform.

• Experience supporting device refresh programs, software license tracking, warranty administration, or secure technology disposal.

• CompTIA A+, IT Asset Management, or other relevant certification.

• Experience working in a customer-service-oriented technology environment.