IT Asset & Operations Specialist

Job Description

Job Description

Job Overview

We are seeking an organized, detail-oriented IT Asset & Operations Specialist to join our IT Operations team in Petaluma, CA. This role is responsible for the administrative and operational management of the company's IT assets, software licenses, subscriptions, mobile services, purchasing records, recurring expenses, and shipping/logistics.

The ideal candidate is someone who brings together IT knowledge, strong administrative and financial skills, and exceptional organization and follow-through . This person will serve as a key resource for keeping IT operations organized, accurate, and proactive, ensuring the team knows what technology and services we have, who is using them, what they cost, and when important renewals or actions are coming due.

What You'll Do

IT Asset Management

• Maintain accurate records of company hardware and technology assets throughout their lifecycle.
• Track equipment assignments, locations, ownership, status, replacements, returns, and disposition.
• Reconcile physical equipment with asset management records and identify discrepancies.
• Coordinate device shipments, returns, replacements, and logistics.
• Maintain accurate records for laptops, desktops, mobile devices, peripherals, and other IT equipment.

Software & License Management

• Maintain accurate records of software licenses, subscriptions, users, and available seats.
• Track assigned versus unused licenses and identify opportunities to eliminate unnecessary expenses.
• Monitor software expiration and renewal dates and provide advance notice to IT leadership.
• Maintain vendor and subscription information within appropriate systems.

IT Purchasing & Financial Operations

• Process approved IT purchases and maintain accurate purchasing records.
• Reconcile vendor billing against contracts, purchase records, subscriptions, and usage.
• Track recurring IT expenses and help identify upcoming financial commitments.
• Assist IT leadership with quarterly and annual budgeting by providing visibility into upcoming renewals and expected costs.
• Identify duplicate, unused, outdated, or unnecessary services and bring potential savings opportunities to the appropriate stakeholders.
• Maintain organized documentation for IT vendors, purchases, contracts, and subscriptions.

Telecom & Mobile Operations

• Maintain accurate records of company mobile devices, phone numbers, users, plans, and carrier accounts.
• Assist with device activations, replacements, upgrades, and deactivations.
• Partner with IT and other departments to ensure mobile and telecom records remain accurate.

Reporting & Process Management

• Maintain accurate spreadsheets, databases, and reporting related to IT assets, software, expenses, and renewals.
• Develop and maintain tracking processes that help IT leadership stay ahead of upcoming renewals, purchases, and operational needs.
• Prepare regular reports on assets, software licenses, subscriptions, expenses, and upcoming renewals.
• Maintain accurate documentation and ensure information is easy to locate when needed.

What We're Looking For

• 2+ years of experience in IT asset management, IT operations, purchasing, accounts payable, bookkeeping, expense management, or a related administrative/operational function.
• Previous experience in help desk, desktop support, IT support, or IT operations is strongly preferred.
• Experience managing hardware, software, inventory, or technology assets.
• Experience reviewing invoices, recurring charges, purchasing records, or vendor billing.
• Strong Excel/spreadsheet skills, including the ability to reconcile and organize large amounts of information.
• Experience working with software licenses, subscriptions, renewals, or vendor accounts.
• Exceptional organization and attention to detail.
• Strong follow-through and the ability to proactively manage deadlines and renewals.
• Ability to manage multiple priorities while maintaining accurate records.
• Comfortable working within established approval processes and financial controls.

Experience with any of the following is a plus:

• AssetSonar or other IT asset management platforms
• Zendesk or other IT service management/ticketing platforms
• Microsoft 365 administration or licensing
• Telecom/carrier portals
• Software vendor portals
• Shipping and logistics platforms
• Accounting, AP, ERP, or purchasing systems
• Hardware procurement
• Software license management
• IT asset lifecycle management
• IT procurement or vendor management

\nCompany Description

Solairus Aviation is a leading private aviation management and charter company that provides customized aircraft management, charter services, and operational support for private jet owners and travelers. Founded in 2009, the company is recognized for its commitment to safety, service excellence, and personalized aviation solutions. Headquartered in Petaluma, California, Solairus manages a nationwide fleet of business aircraft and employs thousands of aviation professionals, including pilots, maintenance experts, and operational support staff.

Company Description

Solairus Aviation is a leading private aviation management and charter company that provides customized aircraft management, charter services, and operational support for private jet owners and travelers. Founded in 2009, the company is recognized for its commitment to safety, service excellence, and personalized aviation solutions. Headquartered in Petaluma, California, Solairus manages a nationwide fleet of business aircraft and employs thousands of aviation professionals, including pilots, maintenance experts, and operational support staff.