Supports enterprise IT hardware and software asset management, procurement, inventory reconciliation, licensing, equipment logistics, lifecycle tracking, reporting, audit readiness, and process documentation. Coordinates onboarding, offboarding, refreshes, recoveries, repairs, renewals, and secure device disposition while maintaining accurate records across ITAM, CMDB, procurement, and service management systems. Partners with internal teams, vendors, and employees to resolve requests and improve workflow accuracy and efficiency.
Shield AI is a venture-backed defense-tech company with the mission of protecting service members and civilians with intelligent systems. Its products include Hivemind autonomy software, V-BAT and X-BAT aircraft, and Aechelon simulation and synthetic reality technologies. With offices and facilities across the U.S., Europe, the Middle East, and Asia-Pacific, Shield AI’s technology actively supports operations worldwide. For more information, visit www.shield.ai. Follow Shield AI on LinkedIn, X, Instagram, and YouTube.
Job Description
This position will be based in our Dallas, TX office.
Shield AI is seeking an Asset Management Specialist to support the day-to-day execution of enterprise IT asset management and procurement operations across hardware and software environments. This role helps maintain accurate asset records, coordinate equipment logistics, support software license tracking, and follow established lifecycle processes from request and acquisition through deployment, recovery, and retirement.
This position reports into the Service Delivery team under Enterprise Operations and works closely with Cloud & Infrastructure, Cybersecurity, Finance, and business stakeholders. The ideal candidate is organized, detail-oriented, service-minded, and comfortable following documented processes while identifying practical opportunities to improve accuracy and efficiency in a fast-paced environment.
What you'll do:
· Support daily hardware and software asset management activities, including intake, receiving, tagging, assignment, deployment, transfer, recovery, reclamation, and retirement.
· Maintain accurate asset and inventory records in IT asset management, CMDB, procurement, and service management systems.
· Coordinate device shipments, returns, warranties, repairs, replacements, and transfers to support employees, projects, and site operations.
· Assist with procurement activities such as purchase requests, quote collection, order tracking, receiving, invoice reconciliation, and renewal coordination.
· Support software license tracking by maintaining entitlement, assignment, usage, renewal, and reclamation records.
· Follow established controls and procedures for asset handling, chain of custody, secure storage, data-bearing device disposition, and audit readiness.
· Perform routine inventory reviews and reconcile discrepancies between physical assets, system records, procurement data, and user assignments.
· Prepare recurring reports and dashboards for inventory status, aging assets, open requests, renewals, exceptions, and lifecycle activity.
· Document procedures, work instructions, and knowledge articles for repeatable asset management and procurement processes.
· Partner with Service Delivery, Infrastructure, Cybersecurity, Finance, and People teams to support onboarding, offboarding, refreshes, and equipment recovery.
· Assist with internal and external audit requests by gathering records, validating asset information, and resolving documentation gaps.
· Identify recurring issues, manual handoffs, or data quality gaps and recommend practical process or workflow improvements.
· Provide responsive customer service and communicate clearly with employees, vendors, and internal stakeholders regarding asset requests and status.
· Maintain accurate asset and inventory records in IT asset management, CMDB, procurement, and service management systems.
· Coordinate device shipments, returns, warranties, repairs, replacements, and transfers to support employees, projects, and site operations.
· Assist with procurement activities such as purchase requests, quote collection, order tracking, receiving, invoice reconciliation, and renewal coordination.
· Support software license tracking by maintaining entitlement, assignment, usage, renewal, and reclamation records.
· Follow established controls and procedures for asset handling, chain of custody, secure storage, data-bearing device disposition, and audit readiness.
· Perform routine inventory reviews and reconcile discrepancies between physical assets, system records, procurement data, and user assignments.
· Prepare recurring reports and dashboards for inventory status, aging assets, open requests, renewals, exceptions, and lifecycle activity.
· Document procedures, work instructions, and knowledge articles for repeatable asset management and procurement processes.
· Partner with Service Delivery, Infrastructure, Cybersecurity, Finance, and People teams to support onboarding, offboarding, refreshes, and equipment recovery.
· Assist with internal and external audit requests by gathering records, validating asset information, and resolving documentation gaps.
· Identify recurring issues, manual handoffs, or data quality gaps and recommend practical process or workflow improvements.
· Provide responsive customer service and communicate clearly with employees, vendors, and internal stakeholders regarding asset requests and status.
Required Qualifications:
· 1–3 years of experience in IT asset management, IT operations, service delivery, procurement support, inventory control, or a related field.
· Experience working with hardware assets such as laptops, desktops, mobile devices, peripherals, or infrastructure equipment.
· Basic familiarity with software licensing, purchasing, inventory, or asset lifecycle concepts.
· Experience maintaining accurate records in an ITSM, CMDB, ITAM, ERP, procurement, or inventory management system.
· Strong attention to detail and ability to reconcile data, follow procedures, and manage multiple requests or priorities.
· Clear written and verbal communication skills, including the ability to document processes and provide professional customer support.
· Ability to work effectively with cross-functional teams in a fast-paced, high-growth environment.
· Ability to handle company equipment and information responsibly and follow security and compliance requirements.
· Experience working with hardware assets such as laptops, desktops, mobile devices, peripherals, or infrastructure equipment.
· Basic familiarity with software licensing, purchasing, inventory, or asset lifecycle concepts.
· Experience maintaining accurate records in an ITSM, CMDB, ITAM, ERP, procurement, or inventory management system.
· Strong attention to detail and ability to reconcile data, follow procedures, and manage multiple requests or priorities.
· Clear written and verbal communication skills, including the ability to document processes and provide professional customer support.
· Ability to work effectively with cross-functional teams in a fast-paced, high-growth environment.
· Ability to handle company equipment and information responsibly and follow security and compliance requirements.
Preferred Qualifications:
· Experience with enterprise IT asset management, service management, CMDB, or workflow automation tools.
· Exposure to procurement processes, vendor coordination, purchase orders, invoices, warranties, or software renewals.
· Familiarity with asset audits, inventory reconciliation, secure device disposition, or software license compliance.
· Basic understanding of lifecycle stages including request, acquisition, assignment, support, refresh, redeployment, reclamation, and retirement.
· Familiarity with enterprise environments subject to SOC, NIST, ITAR, or DoD controls.
· Experience in a technology, aerospace, defense, manufacturing, or other regulated environment.
· Relevant training or certification in IT service management, asset management, procurement, or inventory control.
· Exposure to procurement processes, vendor coordination, purchase orders, invoices, warranties, or software renewals.
· Familiarity with asset audits, inventory reconciliation, secure device disposition, or software license compliance.
· Basic understanding of lifecycle stages including request, acquisition, assignment, support, refresh, redeployment, reclamation, and retirement.
· Familiarity with enterprise environments subject to SOC, NIST, ITAR, or DoD controls.
· Experience in a technology, aerospace, defense, manufacturing, or other regulated environment.
· Relevant training or certification in IT service management, asset management, procurement, or inventory control.
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Full-time regular employee offer package:
Pay within range listed + Bonus + Benefits + Equity
Temporary employee offer package:
Pay within range listed above + temporary benefits package (applicable after 60 days of employment)
Salary compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications, and specific work location. All offers are contingent on a cleared background and possible reference check. Military fellows and part-time employees are not eligible for benefits. Please speak to your talent acquisition representative for more information.
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Shield AI is proud to be an equal opportunity workplace and is an affirmative action employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, marital status, disability, gender identity or Veteran status. If you have a disability or special need that requires accommodation, please let us know.
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