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IT Asset Management Administrator

Position Summary:

The IT Asset Management Administrator will work on multiple tasks related to managing, tracking, researching and reporting on Guardian’s hardware and software environment.

The position will be focused on maintaining accurate inventory of hardware and software licenses, coordinating license maintenance agreement renewals, conducting internal software license reviews, and creating metrics-based reports for management review. 

Candidate Responsibilities:


* Become familiar with Guardian’s contract landscape and assist with managing and tracking software assets, analyzing vendor spend, proposing contract save opportunities, identify risk areas and manage supplier audits


* Reading IT contracts and accurately interpreting license use and deployment rights.


* Tracking software/hardware deployment and drive Guardian’s compliance to related agreements. 


* Managing and prioritizing a large volume of IT contracts and complex external audits simultaneously.


* Directly interfacing with vendors and internal business partners, such as Technology, Sourcing & Contracting, Vendor Management, and Legal


* Demonstrating strong organizational skills, possess the ability to multi-task, be detail oriented, and be able to set and manage priorities.


* Working collaboratively with other members of the IT Asset Management team to continue to mature the asset management program at Guardian. 

Reporting Relationships:

This position reports to the Director, IT Contracts who, in turn, reports to the Second Vice President, Shared Services.

Functional Skills


* Demonstrable understanding of the end-to-end contracting and asset management process.


* Excellent computer skills along with presentation creation ability (PowerPoint and Excel)


* Ability to comprehend business and legal terms related to IT contract matters.


* Must demonstrate contract analysis and negotiation skills.


* Ability to plan, organize and carry out multiple related activities simultaneously.


* Experience in IT vendor management and vendor liaison would be a plus.


* Experience with Asset Management tools (specifically Altiris / Flexera / Snow), techniques, and best practices.

Someone who can bring forward experiences to drive process improvement, help design asset management standards, and assist in providing governance and oversight of asset management practices.


* Strong ability to execute against the set standards and follow policies, best practices, and process to ensure compliance.


* Must have strong ability in creating reports from the environment on Guardian’s hardware and software landscape.  Must be able to conduct meetings with stakeholders on the asset management state at Guardian including opportunities, risks, etc.


* Experience in taking a lead role in an external vendor audit, including: serving as single point of contact, clear communications with vendors compliance team, interactions with Guardian's legal team as required prior to replying to vendor inquiries, consolidation of all existing Guardian deployments and entitlements, organizing the various Guardian teams to ensure comprehensive responses, ability to read and completely understand existing licensing terms to understand entitlements vs deployments, and ability to negotiate with vendor to defend Guardian.


* Experience in working with large software companies including Microsoft, Oracle, IBM, EMC, Tibco, Pivotal, McAfee, Adobe, HP, etc.


* Demonstrate strong contract review in interpreting license usage terms in software agreements whether it be perpetual, on-premise, SAAS, hosting, subscriptions, subsidiaries and outsourced partners etc.


* Analyzing and negotiating business terms and conditions with vendors to ensure minimum risk related to IT purchases.


* Experience in working with middle to senior management executives in legal, technology  and business, to optimally structure contracts.

Scheduling regular meetings with IT contract owners to review expiring contracts investigate renewal options for cost savings opportunities.


* Experience in managing IBM's Passport Advantage, ILMT, Adobe, TIBCO, Microfocus, and Microsoft's SA Benefits websites.


* Ability to explain licensing terms to internal business partners to ensure they are compliant with contracts and do not over deploy.

Help to develop processes and tracking mechanisms to measure and report on compliance.


* Consistently monitor and validate data regularly to report on compliance issues.

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