Hardware Preparation & Fulfillment Specialist

This position is responsible for overseeing the full lifecycle of hardware, from receiving and inventorying equipment to configuring, assigning, and coordinating deployment prep for clients and projects. This is a hands-on, technical, and detail-oriented role that combines hardware preparation, inventory management, shipment coordination, and deployment readiness. The person in this position will serve as an operational bridge between Procurement, Finance, Technical Teams, Vendors, Shipping Carriers, and Clients to ensure equipment is received, prepared, documented, shipped, and delivered accurately and on schedule.

The right person will be comfortable working directly with equipment while also managing the details surrounding assignments, deadlines, shipments, inventory, and project requirements. This position requires someone who can work independently, identify issues before they elevate, and take ownership of requests through successful completion. During larger client deployments, this person may also coordinate the work of additional team members to ensure hardware preparation is completed accurately and on schedule.

This is an individual-contributor position and does not include direct people-management responsibility.

• Hardware Receiving and Inventory Management
  • Physically receive, unpack, inspect, and inventory incoming equipment.
  • Confirm that equipment received matches the corresponding order, packing slip, and project requirements.
  • Maintain accurate records of inventory, serial numbers, asset tags, device assignments, and current equipment status.
  • Allocate hardware to the correct clients, facilities, users, or projects.
  • Perform inventory counts and reconciliation as needed.
  • Investigate discrepancies between physical inventory and system records.
  • Identify missing, damaged, incorrect, or incomplete equipment immediately and own the issue through resolution.
  • Monitor inventory levels and upcoming deployment requirements to identify potential shortages before they affect project timelines.
• Device Preparation, Configuration, and Deployment Readiness
  • Prepare, stage, image, enroll, and configure devices according to client requirements and company standards.
  • Enroll devices in Microsoft Intune, Autopilot, or other supported management platforms as required.
  • Apply asset tags, labels, stickers, and other necessary identification.
  • Verify device assignments, configuration details, and deployment information before shipment.
  • Confirm that all required accessories, components, and documentation are included.
  • Test and review completed devices to ensure they are properly configured and ready for use.
  • Identify configuration issues, missing information, or incomplete requirements and actively work toward resolution.
  • Ensure equipment is not marked as deployment-ready simply because it has been received. Devices must be properly prepared, assigned, documented, and verified before the work is considered complete.
• Fulfillment and Shipping
  • Own the movement of hardware from receipt through final shipment and confirmed delivery.
  • Prepare, package, and coordinate inbound and outbound shipments.
  • Create shipping labels and coordinate carrier pickups.
  • Verify that each client or project request is fulfilled accurately and completely before shipping.
  • Maintain current tracking information and visibility into all active shipments.
  • Monitor carrier updates, delays, delivery exceptions, and other issues that could affect client timelines.
  • Confirm delivery and ensure shipment records are completed accurately.
  • Coordinate returns, RMAs, warranty replacements, damage claims, and missing-package investigations.
  • Follow shipping and delivery issues through resolution, including proactive follow-up and escalation when progress stalls.
• Client Deployment and Project Coordination
  • Coordinate hardware preparation and fulfillment requirements for client deployments, project rollouts, and go-live dates.
  • Review project requirements, schedules, hardware lists, and delivery deadlines.
  • Organize preparation work based on project priorities and required timelines.
  • Track what has been received, prepared, assigned, shipped, delivered, and what remains outstanding.
  • Verify hardware availability and readiness before project deadlines.
  • Identify inventory shortages, missing equipment, configuration gaps, shipping delays, vendor constraints, or other deployment risks.
  • Communicate concerns early and escal