The Service Management Asset Management Specialist (s) ensure accurate and timely IT Asset Management (ITAM) enables key corporate priorities by controlling costs, enhancing operational efficiency, ensuring regulatory compliance, and mitigating security & financial risks. ITAM objectives include: tracking and managing IT assets (hardware & software) throughout their life cycle, ensuring logical and consistent operational processes are defined and standard systems are implemented to acquire and maintain IT assets, ensuring accurate and complete asset information is available to supply financial reporting, enhance business decision-making, improve time-to-market, manage asset-related liabilities and risks, & improve customer service and responsiveness, and establishing a foundation for services including Information Security, Configuration Management, Inventory Management, Release, Incident, Change and Problem Management, Service Costing, Compliance Management, Budgeting and Forecasting.
About the job
- Responsible for all aspects of the Asset Management Lifecycle to include: Inventory Control, License Management and Inventory.
- Process Change Requests ensuring all Asset changes are updated in the WSIB Asset Management tool upon completion of the Change.
- Uses Asset Management to create, track and manage CIs. The Asset Management Specialist role will include the follow:
• Creating, searching for, and modifying CI records.
• Adding additional details, and relating other items to the CI records.
• Assigning a person or group to a CI.
• Performing bulk updates.
• Creating maintenance or audit schedules for CIs.
- The Asset Management Specialist will assist with the daily provisioning and management of software and technology-related hardware asset records within the organization. These duties include monitoring, planning and recording software and/or hardware licenses to ensure compliance with vendor contracts by administering and managing IT hardware and software maintenance.
- The Asset Management Specialist must audit, update, and verify the existing asset information and validate/track invoices to orders and budget. This person will generate reports, monitor inventory changes, and communicate with internal and external customers.
- The Asset Management Specialist will attend review meetings to provide procurement/asset management status updates.
- Daily duties assigned:
• Manage Asset Inventory process
• Responsible for daily tracking/updating of asset inventory (includes hardware, virtual machines, software and digital certificates)
• Support for hardware and software maintenance renewals working in partnership with IT Contract Management team
• Develop/update process and procedures for improved efficiency
• Work with minimal direction while maintaining exceptional attention to detail
• Able to troubleshoot issues and provide common sense solutions to management staff
• Process tickets and queue requests to support the needs of the business.
- Supports internal self-audit and external audits of hardware and software assets as required.
- Notifies management of potential savings opportunities for purchases, renewals and software licensing.
- Reviews and maintains owned software license repository and improve the scope, quality and reliability of the data.
- Provides support and backup to ITAM associates through performance or regular ITAM activities.
- Proficient with all job functions within IT asset management and the asset lifecycle from requisition to retirement
- Takes initiative to correct asset discrepancies based on knowledge of business rules
- Other duties as assigned
- Develop, maintain and produce management information for business decision support
• Report Asset statistics daily and weekly, for WSIB and External Service Providers operations meetings;
• Report functional unit measures and outcomes monthly, for operations report;
• Report process key performance measures monthly, for process improvement opportunity;
• Report Asset statistics monthly and quarterly, for service achievement and management reports.
• Produce ad-hoc reports and queries;
• Design and administer the collaboration tool for Asset Management reports & documentation.
- Develop and maintain the integrity of the asset Management system and records
• Administer, maintain and continuously improve the BTS Asset Management tool and data repositories;
• Work with software services to implement tool version upgrades, provide tool training as required and maintain user guide;
• Customize panels, provide user access, and maintain jobs for database backup, re-orgs, restores and Technology Recovery Plan (TRP) recovery.
- Monitor and drive the efficiency and effectiveness of Asset Management, action recommendations for practice improvements by:
• Provide Asset Management practice leadership through a program of continuous improvement and assist in integrating IT best practice, standards and technology;
• Provide Asset Management expertise and consultation on corporate and or divisional projects, programs and initiatives;
• Conduct reviews and best practice gap analysis of the Asset Management Process and Procedures, identify, negotiate, agree, document and control any amendments necessary, minimum annually;
• Provide periodic process and tool training, annually during process refresh and as required for new hires;
• Participate in and contribute to internal and external Divisional audits.
- Other work related duties as assigned or required.
What you bring to the team
Education:
- College or University completion at undergraduate level.
Experience:
- 5+ years of experience in a similar IT Asset Management role.
- 2 years IT hardware, IT inventory data management
- Extremely comfortable with Excel, MS Access and Analytics tools
- Experience with IT Change Management is a benefit
Candidate Qualifications/Skills:
• Must have technical background to understand the key infrastructure products including but not limited to server, network, appliances, storage, etc. and understand the core concepts behind 'running IT like a business”
• Knowledge of Asset Management software and/or Inventory-Tracking systems especially with in the ServiceNow tool
• Knowledge of Change Management is a definite asset to the role
• Detail-oriented and advanced data analysis experience
• Strong knowledge of Microsoft Word, Excel, Visio, and SharePoint
• Knowledge of asset management lifecycle practices for Information Technology (ITIL)
• Inventory control/tracking experience is desired
• Strong written and oral communication skills, strong interpersonal skills, must be extremely detail oriented
• Experience at working both independently and in a team-oriented, collaborative environment is essential
• Solution-oriented thinking skills, ability to exercise independent judgment and manage complexity in a diverse cultural environment.
• Ability to respond rapidly to shifting priorities in organizational requirements and product demands
• Ability to elicit cooperation from a wide variety of sources
• Strong communication skills, both oral and written
• Strong self-initiative and ability to multi-task
• Ability to use organizational skills to streamline processes and to organize and interpret large amounts of data
• Previous experience with tracking assets such as but not limited to: Laptops; Desktops; Peripherals; Mobile Phones, Desk Phones, Software, Licenses, Servers, Databases, etc.
Licenses and Certifications:
A license in at least one of the following is required:
• TAM Foundation course
• ITIL Foundation course minimum V2
• Intermediate IT Asset Management and Discovery Tools use experience in ServiceNow
• ServiceNow Foundations eLearning course
• ServiceNow Asset Management training course
• Preferred Certified IT Asset Manager (CITAM)