IT Operation Specialist

Level: Specialist

Department: Corporate IT

Location: HQ – 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. Procurement Process & Governance (10%)

● Initiate purchase requests on Approval Max and collaborate with the Procurement team

to fulfill procurement requirements.

● Ensure procurement activities follow internal approval workflows and budget

requirements

2. IT Asset Lifecycle Management (40%)

● 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 (30%)

● 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 & Planning (20%)

● Coordinate with HR and IT Operations to prepare payment plan 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 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.