Program Coordinator - Asset and Vendor Management

Work Status: 6 months contract

Division/Department: IT Service Management

Location: Brampton, ON

Buchanan Technologies() is searching for a Program Coordinator – Asset and Vendor Management on behalf of our client, an “Employer of Choice” in the region of Ontario.

The Program Coordinator-Asset & Vendor Management is responsible for the development, management and continuous improvement of an IT Asset Management Program (ITAM/SAM) covering all ITS assets inclusive of hardware, software and contracts.

• Develops an asset management governance, ensuring ITS assets are managed in accordance with organizational policies and guidelines.
• Develops, maintains and manages a centralized asset database ensuring accurate inventory of all software and hardware assets at all stages of lifecycle, allowing for timely and accurate reporting. This includes Financial Asset Reporting Procedure, TCAA (Tangible Capital Asset Accounting), and other reports as required.
• Works with stakeholders to identify and implement processes and controls related to asset acquisition and lifecycle management.
• Maintains and manages Service Now IT Service Catalog.
• Develops processes and procedures to manage and monitor asset refresh life cycles, asset disposals including auctions, buy-backs, asset destruction and asset donations.
• Creates and manages a Software Asset Management (SAM) governance to maintain compliance with license agreements, terms and conditions of use. This includes identifying a baseline inventory with processes and controls for acquisition, harvesting, redeployment, true-ups and retirement; explores opportunities for maximizing unused or partially used assets to achieve full efficiency and ROI.
• Creates a financial management framework for IT asset management that is accurate and timely, providing financial data for the purposes of management reporting, product life-cycle management and management decision making supporting the budget and forecasting planning cycle.
• Assists in defining an appropriate purchasing strategy and assists in the development of purchasing documents (Sole Source, Tender, RFP, RFQ etc.), in partnership with stakeholders in the region.
• Ensures proper tracking of all vendor contracts, including maintenance/subscription agreements and renewals.
• Establishes Key Performance Indicators (KPIs) and Service Level Agreements (SLAs) to monitor vendor performance during the term of agreements and escalate if vendor is underperforming.
• Partners with Finance, Purchasing and Legal Departments to ensure compliance with standard corporate processes and guidelines and identifies areas for improvement.
• Develops processes to ensure internal audits relating to physical assets, software licenses, warranties, compliance, maintenance agreements and vendor contracts are conducted on a regular basis; completes physical asset audit.
• Researches, reviews and recommends improvements to existing processes, including technology requirements, definition processes, RFP and tender preparation, contract negotiation, asset tracking and other similar processes based on changes to legislation, products, services, innovations, etc.
• Extracts data from mobile service provider databases, to fulfil the reporting requirements of various stakeholders. Generates and administers monthly mobile device reports to stakeholders. Provides detailed mobile usage reports for users upon request.
• Receives, processes and reconciles all mobility device account invoices. Utilizes this information to fulfill various reporting requirements.
• Engages mobility service providers to modify the plans associated with End User Computing (EUC) devices. Coordinates activities with telecom providers in issuing or decommissioning long distance…