Senior Business Support Specialist

IT Stock/Asset Management -

Role and Responsibilities:

1. IT Asset Data Management & Quality Assurance

Manage and maintain the accuracy and quality of IT hardware asset data within the Customer's designated Asset Management System (AMS) and Configuration Management Database (CMDB).

• 1.1 Data Processing & Quality Control:

• Process AMS Extracts and GDL Updates to ensure data consistency and accuracy.

• Actively manage the quality of all data entered into the Customer's Asset Management system, performing regular checks and corrections.

• 1.2 Daily Reporting & Master File Maintenance:

• Generate daily Asset Management reports to provide current asset status.

• Maintain a master asset file, ensuring it reflects the most up-to-date information for all in-scope hardware assets.

• 1.3 Anomaly Detection & Remediation:

• Develop and manage Asset Management dashboards to proactively identify data anomalies (e.g., duplicate assets, missing assigned-to information, missing serial numbers, unassigned assets).

• Initiate and execute corrective actions to resolve identified anomalies, ensuring assets are in their correct state and accurately updated in the system.

2. Asset Lifecycle Management Updates

Ensure timely and accurate updates to the Customer's Asset Management System/CMDB throughout the entire lifecycle of IT hardware assets.

• 2.1 Inbound Asset Lifecycle Updates:

• Process and record all new hardware assets coming into stock, including their initial logging, model, make, and serial information.

• Ensure new stock additions are accurately reflected in the Asset Management Database.

• 2.2 Outbound Asset Lifecycle Updates:

• Process and record updates for assets going out of stock, including disposal, retirement, or transfer.

• 2.3 Recycle & Reused Stock Management:

• Manage and track assets designated for recycling or reuse, ensuring their status is accurately reflected in the Asset Management System.

• 2.4 Asset Dispute Resolution:

• Handle and resolve asset dispute requests or incidents raised by end-users, ensuring discrepancies are investigated and corrected in the Asset Management System.

3. Inventory & Stock Reconciliation

Perform regular reconciliation activities to ensure the accuracy of physical inventory against recorded data.

• 3.1 Warehouse Stock & Database Reconciliation:

• Balance warehouse stock reports with the Asset Management Database reports to ensure consistency and accuracy between physical inventory and recorded data.

4. Procurement Support for Asset Management

Provide support for the procurement aspects of IT hardware asset management, ensuring the availability and accurate tracking of necessary inventory.

• 4.1 Buffer Stock Planning:

• Assist in planning monthly buffer stock to ensure the availability of necessary items for future requirements (e.g., supporting a 2-month buffer).

• 4.2 New Model/Make Creation:

• Create and manage new Models and Makes within the Asset Database as new hardware types are introduced.

• 4.3 Vendor & Courier Engagement (Transit Management):

• Manage interactions with vendors and couriers related to asset delivery.

• Engage in escalation processes with respective stakeholders for assets in transit to ensure timely delivery and resolve shipment issues.

5. Compliance, Auditing & Reporting Support

Provide comprehensive support for the Customer's IT Asset Management compliance and auditing requirements.

• 5.1 Daily Compliance Facilitation:

• Facilitate daily Asset Management calls to discuss status, issues, and ensure ongoing compliance with established practices.

• 5.2 Audit & Compliance Documentation:

• Provide all necessary and supporting documentation for monthly Asset audits and compliance checks.

• 5.3 Proactive Compliance Risk Identification:

• Utilize asset management dashboards and data analysis to assist in identifying potential compliance risks related to IT hardware assets (e.g., unassigned devices, unauthorized devices, devices past end-of-life based on data).

6. Device Refresh

• End of life replacements

• Follow up with Partner to ship pre-provisioned / White gloved device with windows auto-pilot and language pack assignment.

• Follow up with partner on shipment of the device to the addressed location

• Informing the local IT contact person for the addressed location to inform that the new configured device is shipped, and to handover the new configured device to the Customer end-user upon arrival I case of planned Remore refresh

• Provide remote support to end user in case of any issue

• Inform Fujitsu Onsite technician about the delivery of devices at Daikin location and schedule the onsite visit for device refresh in case of Onsite Refresh

• Send communication to end user along with the steps to be followed for device refresh

• Update the CMDB based on the device serial number and user