Senior IT Asset and Procurement Administrator

Company Description

At United Living, our mission is to be the partner and employer of choice for designing, building, maintaining, and connecting communities and critical infrastructure to create a more sustainable and inclusive society.

We provide services to the water, energy, telecoms and social housing sectors across the UK.

Job Description

The IT Asset & Procurement Administrator plays a pivotal role in ensuring the effective management of IT assets and procurement processes within United Living Group. By maintaining accurate inventory records, managing vendor relationships, and overseeing the technology budget, this role supports the overall efficiency and governance of the IT department.

This comprehensive role profile provides potential candidates with a clear understanding of the responsibilities and expectations associated with this critical position.

Key Responsibilities

IT Asset Management:

• Develop and implement processes for tracking and managing IT assets throughout their lifecycle, from acquisition to disposal.
• Maintain an accurate and up-to-date inventory of all IT assets, including hardware, software, and licenses.
• Ensure compliance with company policies and regulatory requirements related to IT asset management.
• Conduct regular audits of IT assets to verify accuracy and completeness of inventory records.
• Manage the deployment, transfer, and retirement of IT assets in collaboration with other IT team members.
• Establish and maintain a core equipment list of technology provided as standard to new starters, ensuring consistency and efficiency in the onboarding process.

Technology Procurement:

• Develop and manage end-to-end procurement processes for IT resources, including hardware, software, and services.
• Identify and evaluate potential vendors, negotiate contracts, and establish strong vendor relationships to ensure the best value for the company.
• Create and maintain a comprehensive database of approved vendors and procurement agreements.
• Monitor and manage vendor performance, addressing any issues or concerns that arise.
• Ensure timely and cost-effective procurement of IT resources to support the company's operational needs.

Contract and Vendor Management:

• Manage and administer contracts with vendors, ensuring compliance with contract terms and conditions.
• Track contract expirations and renewals, coordinating with vendors and internal stakeholders as needed.
• Resolve any disputes or issues related to vendor performance or contract compliance.
• Maintain accurate records of all contracts and related documentation.

Financial Management:

• Oversee the technology budget, ensuring alignment with company goals and objectives.
• Monitor and report on budget performance, identifying any variances and taking corrective action as needed.
• Reconcile Purchase Orders, Goods Receipts, and Purchase Invoices to ensure accuracy and compliance with company policies.
• Work closely with the finance team to ensure timely processing of invoices and payments.
• Assist in the preparation of financial reports and forecasts related to IT procurement and asset management.

Qualifications

Required Skills and Qualifications

• Proven experience in IT asset management, procurement, or a related role.
• Strong understanding of IT asset lifecycle management and procurement processes.
• Excellent organisational and project management skills, with the ability to manage multiple tasks and priorities simultaneously.
• Strong analytical and problem-solving skills, with a keen attention to detail.
• Effective communication and interpersonal skills, with the ability to build and maintain positive relationships with vendors and internal stakeholders.
• Proficiency in using asset management and procurement software tools.
• Knowledge of financial management principles and practices, including budget management and reconciliation processes.
• Ability to work independently and as part of a team in a fast-paced, dynamic environment.
• UK Driving license

Core Competencies

• Attention to Detail: Ensures accuracy in all aspects of IT asset and procurement management, from inventory tracking to contract administration. This includes meticulous documentation and thorough follow-up on discrepancies.
• Communication: Clearly and effectively communicates with vendors, internal stakeholders, and team members to facilitate efficient procurement processes and resolve any issues. This requires active listening, clear articulation of needs, and negotiation skills.
• Problem Solving: Identifies and addresses challenges related to IT asset management and procurement, developing innovative solutions to improve processes and outcomes. This includes critical thinking, adaptability, and proactive issue resolution.
• Time Management: Effectively manages time and resources to meet deadlines and achieve United Living Groups goals. This includes prioritising tasks, multitasking, and maintaining focus under pressure.
• Team Collaboration: Works collaboratively with IT team members and other departments to ensure the successful implementation and management of IT assets and procurement processes. This includes fostering a cooperative work environment and valuing diverse perspectives.
• Ethical Standards: Demonstrates high ethical standards in managing United Living Groups resources, ensuring transparency, integrity, and accountability in all procurement and asset management activities.
• Customer Service Orientation: Provides excellent service to internal users by understanding their needs, delivering solutions, and maintaining a focus on continuous improvement.
• Adaptability: Shows flexibility and adaptability in response to changing business needs, new technology, and evolving industry standards.

Additional Information

Benefits:

• Bike to work scheme
• Company pension
• Life insurance
• Private medical insurance
• Wellness programmes