IT Procurement & Asset Specialist

Level:
Specialist
Department:
Corporate IT
Location:
District 1 - Vietnam
Reports to:
IT Operations Lead
Role Overview
We are seeking an organized and proactive IT Procurement & Asset Specialist to manage the end-to-end lifecycle of corporate IT assets, including hardware procurement, inventory management, software licensing, and global equipment logistics.
You will coordinate with vendors, Finance, HR, and IT Operations to ensure timely procurement, accurate asset records, cost efficiency, and compliance with internal governance standards.
This role is ideal for someone who combines strong procurement coordination, meticulous asset management, and an understanding of IT hardware and enterprise operations.
Key Responsibilities
1. IT Procurement & Vendor Management (35%)
Coordinate procurement activities for corporate IT hardware, including laptops, monitors, peripherals, and infrastructure equipment.
Source vendors, request quotations, compare commercial offers, and support pricing and contract negotiations.
Manage purchase requests, purchase orders, delivery schedules, and vendor documentation.
Maintain effective relationships with local and international IT suppliers.
Coordinate cross-border shipments, customs documentation, and import procedures where applicable.
Ensure procurement activities follow internal approval workflows and budget requirements.
2. IT Asset Lifecycle Management (30%)
Maintain and continuously update the master IT asset register, including serial numbers, specifications, assigned users, location, warranty, and asset status.
Track the complete asset lifecycle, from acquisition and assignment to return, redeployment, and disposal.
Manage HQ inventory and coordinate stock availability with regional offices.
Conduct periodic physical and system-based asset audits.
Coordinate secure equipment collection, data sanitization, and disposal of retired devices.
Maintain asset documentation and evidence supporting ISO 27001 and internal audit requirements.
3. Software License & Subscription Management (20%)
Maintain an accurate inventory of corporate software licenses, SaaS subscriptions, and enterprise agreements.
Monitor license allocation, utilization, renewal dates, and contractual terms.
Coordinate subscription renewals with Finance, Legal, and relevant business owners.
Identify unused licenses and opportunities for cost optimization.
Support software license compliance and maintain relevant procurement records.
4. IT Operations & Reporting (15%)
Coordinate with HR and IT Operations to prepare and deliver IT equipment for new hires and internal transfers.
Track onboarding equipment delivery to ensure readiness before employees' start dates.
Prepare periodic reports on IT procurement spending, asset inventory, depreciation, and upcoming CAPEX requirements.
Maintain procurement and asset management documentation in Jira, ERP, or relevant systems.
Identify opportunities to streamline procurement workflows and improve operational efficiency.
Key Requirements
Experience & Technical Skills
Minimum 3 years of experience in IT Procurement, IT Asset Management, IT Operations, or Supply Chain within a technology-oriented environment.
Understanding of IT hardware specifications, including CPU, RAM, storage, and device configurations.
Experience with inventory tracking, vendor coordination, purchase orders, and procurement documentation.
Familiarity with ITAM or asset management tools such as Snipe-IT, ServiceNow, Jamf Pro, or Microsoft Intune.
Basic understanding of software licensing, SaaS subscriptions, and renewal management.
Knowledge of international shipping, customs procedures, and Incoterms is an advantage.
Familiarity with ISO 27001, ITIL, ERP, or Jira-based workflows is a plus.
Good Microsoft Excel or Google Sheets skills for inventory tracking and reporting.
Professional Skills
Intermediate to advanced English communication skills for coordination with international vendors and regional stakeholders.
Strong attention to detail and accuracy in documentation and record-keeping.
Effective vendor communication, negotiation, and coordination skills.
Good organizational skills with the ability to manage multiple procurement requests and deadlines.
Proactive, accountable, and process-oriented working style.
A continuous improvement mindset focused on simplicity, efficiency, and cost optimization.
Key Success Metrics
Maintain more than 98% asset register accuracy against physical inventory.
Achieve timely delivery of standard IT equipment within agreed procurement lead times.
Maintain accurate software license and subscription records with no preventable compliance penalties.
Ensure onboarding equipment is delivered on time according to agreed service levels.
Improve procurement efficiency, inventory visibility, and cost control.