IT Asset and Inventory Controller

SCOPE OF WORK:
Responsible for IT inventory management, including managing IT assets lifecycle and handle all related paper documents required based on IT standard policies and procedures, to ensure the accurate control of quantity, quality and adequate documents. The candidate will also work closely with account team to ensure the match and correct inventory record and coordinate regular inventory audits.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES:

1. Inventory Control

• Maintain real-time inventory of IT hardware, software, spare parts, and accessories.
• Track stock movement and update records immediately after receiving or issuing items.
• Perform regular audits (quarterly, yearly, and on-demand) and investigate discrepancies.
• Ensure storeroom organization, cleanliness, and safety.
• Advice on equipment ordering plans to SDM.
• Work with accounting for monthly and yearly equipment paperwork.

2. Asset Lifecycle Management

• Tag and register new equipment in the IT Asset Management System.
• Manage full lifecycle: procurement - assignment - tracking - return - repair - retirement.
• Monitor warranty dates and license expiration; plan renewals or replacements.

3. Procurement Support

• Validate user requests and check stock availability.
• Prepare Purchase Requests (PR) for replenishment.
• Coordinate with Procurement and suppliers for quotes, delivery, and documentation.
• Assist in vendor evaluation (quality, pricing, after-sales service).

4. Distribution & Deployment

• Prepare IT assets for deployment (accessories check, labeling, basic setup).
• Issue equipment to staff following approval workflow.
• Maintain asset issuance forms and acknowledgment records.
• Work with IT Support for smooth onboarding/offboarding.

5. Repair, Warranty & Replacement Handling

• Log defective assets and coordinate warranty or vendor repair services.
• Track repair turnaround time and update repair status.

6. Compliance & Documentation

• Ensure assets comply with company policies and security standards.
• Prepare weekly/monthly reports on asset usage, stock levels, and upcoming needs.
• Support audits with detailed inventory records and evidence.
• Execute additional responsibilities as assigned by management.