15 days old

IT Asset Manager Coordinator

Berkeley Research Group, LLC
Chicago, IL 60602
  • Job Code


This position is responsible for Information Technology Asset Management (ITAM). This role works closely with the VP of IT to establish and maintain a set of business practices that combines financial, inventory and contractual functions to optimize spending and support lifecycle management and strategic decision-making within the IT environment. This also includes maintaining BRGs IT contracts, maintenance agreements and procurement of all IT equipment, software and services.

Key Contacts:

This role interfaces with leaders in IT, Accounting and designees of Community groups and Corporate departments throughout the firm. Additionally, this role would interface heavily with internal IT staff as well as IT business partners (aka vendors).

Duties and Responsibilities:

Asset Management

  • Administration and maintenance of asset management system.

  • Maintain detailed documentation of the technical requirements and assets deployed to each Expert, Community group and corporate department.

  • Provide asset reports to firm management for rollouts or other operational requirements.

  • Work with vendors and auditors to ensure IT is utilizing the most efficient and least expensive method of licensing hardware, software, and services.

  • Work with the Accounting department to review and adhere to BRGs asset capitalization policy for IT assets.

  • Administer large software agreements such as Microsoft's Enterprise Agreement and Adobe's Contractual Licensing Program.

  • Assist with administration of large cloud ((x) as a Service) agreements such as Microsoft Azure and Amazon Web Services (AWS).

  • Work closely with Accounting to ensure proper capitalization of fixed assets.

  • Track actual IT spend versus budget in both the capital and expense budgets.

  • Work with Community staff, IT and Accounting regarding monthly review of IT purchases and focused spending.

  • Assist with coordinating technology solution delivery and ongoing solution maintenance.

  • Assist with cost allocation for each Community group, corporate department and corporate solution.


  • Research vendors, services, equipment and standards used in BRG offices globally.

  • Procure and maintain all IT hardware, software and maintenance agreements globally.

  • Work with Accounting on assigning proper general ledger coding of IT invoices and payments.

  • Provide Bills of Material as requested for new office openings, moves or technology refreshes.

  • Review all IT fixed asset and expense invoices before payment. This includes ensuring that all purchase orders and services are received before payment is processed.

  • Create and send all purchase orders to vendors globally.

  • Assist with the procurement and maintenance of all BRG domain names and secure socket layer (SSL) certificates.

  • Assist with the creation and maintenance of ITs the annual budget for expense, lease and fixed asset accounts with the exception of compensation and depreciation general ledger codes.

  • Working with the IT Operations team and vendors, maintain appropriate levels of IT stock globally.

  • Maintain a current catalog of contracts and products that are ordered.

  • Maintain positive relationships with all vendors.

  • Work with the appropriate vendors to rectify any accounts payable problems that involve mistakes, errors, omissions or modifications of invoices.

  • Communicate late payment information and payment status to IT vendors.

  • Field any Accounting questions pertaining to IT purchases and budget.

Contract Management

  • Log and maintain all IT contracts in the asset management system.
  • Log and report on all revolving end dates for contract invoices.
  • Triage IT contracts for feasibility before they are sent to the Legal department for review.

  • Assist with ensuring that BRG personnel and vendors are operating with in terms of each contract.

  • Ensure all applicable IT hardware and software are appropriately covered under maintenance.


  • Coordinate the receipt and asset tagging of all IT equipment entering BRG.

  • Monitor and control movement of IT equipment throughout BRG and affiliates. Make the necessary assignment notations in the asset management systems. This includes the transfer of IT fixed assets between offices, as required.

  • Manage the complete lifecycle of IT fixed assets and leased equipment globally.

  • Coordinate secure disposals of all IT equipment, ensuring that all firm data is wiped, retired in the asset management system and removed from the Accounting department balance sheets. This includes informing the Accounting department of irreparable damage or theft of fixed assets.

Knowledge, Skills, and Behaviors:

  • Excellent oral and written communication skills. Ability to present detailed or complicated information in an understandable way to non-technologists.

  • Ability to develop relationships and foster teamwork at all levels of the organization.

  • Experience managing and communicating requirements for asset management systems.

  • Experience with cloud services (Amazon Web Services, Microsoft Azure, etc.).

  • Proven ability to adapt to changing technologies, new applications, and dynamic working environments.

  • Skilled in effectively working with senior-level management.

  • Ability to juggle multiple projects and priorities and re-prioritize as necessary to align with current business requirements.


  • Extensive professional service industry background and 10 years of proven IT asset management experience.

  • High-level understanding of cloud ((X) as a Service) services, operating systems, networks, software and hardware platforms.

  • Working knowledge of IT asset management (ITAM) principles, concepts, and best practices.

  • Strong information gathering and problem-solving skills. Demonstrated ability to apply critical thinking to complex situations.

  • Excellent researching skills and problem-solving skills.

  • Position requires traveling for short periods. Trips will sometimes extend to 5 working days and could on rare occasions extend beyond 5 business days. All travel expenses will be reimbursed.

  • Strong organization and attention to detail skills.

  • Ability to work independently as well as in a team environment.

  • Knowledge of general accounting principles.

  • General knowledge of basic legal contract terms.

Candidate must be able to submit verification of his/her legal right to work in the United States, without company sponsorship. BRG is an Equal Employment Opportunity/Affirmative Action Employer.

All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractors legal duty to furnish information. 41 CFR 60-1.35(c)

See job description

Posted: 2020-01-08 Expires: 2020-02-06
Sponsored by:
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Sponsored by:
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IT Asset Manager Coordinator

Berkeley Research Group, LLC
Chicago, IL 60602

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