IT Software & Hardware Asset Coordinator

SUMMARY:
Managed Talent Solutions, a business unit of Datacentrix, is looking for an experienced IT Software & Hardware Asset Coordinator to join our client’s team on a 3-month contract based in Pretoria, full-time onsite.

You must have experience with requesting quotes, order processing, responding to licensing queries, and assisting with contract and license renewals.

POSITION INFO:
Minimum Requirements:

• Matric and relevant Certificate, Diploma, or Degree IT, Business Administration, Finance, Supply Chain, or related field (Essential)
• 2–4 years’ experience in coordination/admin roles, ideally in IT, finance, procurement, or asset management
• Experience with stakeholder coordination, task tracking, and basic project practices
• Exposure to asset registers, procurement/order workflows, or service management tools
• Training in IT asset management, software licensing, procurement, or Excel/reporting is a plus

• Support the definition, documentation, and continuous improvement of SAM/HAM processes across the asset lifecycle (request → procure → deploy → maintain → renew → retire/dispose).
• Support the IT Commercial Manager with planning and delivery of SAM/HAM improvement initiatives and operational workstreams.
• Develop and maintain lightweight project artefacts, for example:
• scope statements and objectives,
• workplans and milestone schedules,
• RAID logs (Risks, Assumptions, Issues, Dependencies),
• stakeholder and communication plans, decision and change logs.
• Coordinate workshops/working sessions to define processes, gather requirements, and align stakeholders.
• Track deliverables and benefits realisation (e.g., improved data quality, reduced renewal risk, fewer audit findings, faster turnaround times).
• Provide regular workstream reporting (status, progress vs plan, key risks/issues, decisions needed).
• Support user acceptance testing (UAT) coordination and go-live readiness for tool or process changes (where applicable).
• Support compliance to internal policies and applicable financial/regulatory requirements (including audit readiness).

• Request and compare quotes from approved suppliers in line with internal procurement procedures.
• Support purchase order processing (e.g., capturing requests, following up on approvals, coordinating delivery dates, confirming receipt).
• Liaise with vendors and internal teams to resolve order queries, delivery issues, and documentation gaps (e.g., invoices, PO references, proof of delivery).

• Respond to and coordinate resolution of software licensing queries (e.g., entitlement checks, user/device assignment, basic compliance checks).
• Support contract and license renewal cycles by:
• compiling renewal lists and timelines,
• coordinating inputs from stakeholders (usage, quantities, budget owners),
• tracking approvals and outcomes,
• ensuring documentation is filed and records updated.
• Assist with preparing supporting information for true-ups/audits (e.g., effective license position inputs, deployment/entitlement evidence as available).

• Prepare regular reports/dashboards for the IT Commercial team (e.g., open actions, renewals due, order status, exceptions).
• Provide clear stakeholder communications on status, next steps, and required actions.
• Maintain organised repositories for contracts, quotes, renewal documentation, and asset-related supporting documents (in line with internal document management requirements).

• Create and maintain process documentation, SOPs, templates, and checklists (e.g., quote request template, renewal checklist, onboarding/offboarding asset steps).
• Identify operational pain points and improvement opportunities; propose practical enhancements to workflows, templates, and tool usage.
• Support implementation of agreed improvements (e.g., coordinating UAT, documenting new steps, updating trackers, change communications).

• Assist with administrative tasks required for smooth daily operations (meeting coordination, action notes, follow-ups, maintaining shared trackers).
• Provide backup support for related IT asset/commercial activities during peak cycles.