Title: IT Asset Inventory Field Coordinator
Duration: 6 Months (Contract)
Location: Field-Based (Assigned Geographic Region – Illinois)
Work Schedule: Monday–Friday, 8:30 AM – 5:00 PM
Travel: Extensive, daily travel required (non-reimbursable)
Project Overview
The State of IL, seeks a qualified resource to support a short-term statewide IT asset inventory initiative within a designated geographic region. The resource will be responsible for conducting on-site physical inventories of IT equipment located at State-owned and leased facilities, utilizing State-provided barcode scanning equipment and inventory management tools.
The objective of this project is to verify the existence, location, and status of State-owned IT assets through physical inspection and barcode scanning. Inventory data collected during site visits will be uploaded directly into a State-provided database designed specifically for this initiative.
The anticipated project duration is six (6) months.
Scope of Services
IT Asset Inventory Field Coordinator who will perform the following services:
Asset Inventory Activities
- Travel throughout an assigned geographic territory to conduct physical inventories of IT assets located within State facilities.
- Coordinate and schedule site visits with agency representatives and facility contacts.
- Physically locate, identify, and scan State-owned IT assets using State-provided barcode scanning equipment.
- Verify asset information including, but not limited to:
- Asset tag number
- Device type
- Physical location
- Assigned user (when applicable)
- Operational status
- Upload and validate scanned inventory data within the State-provided inventory database.
- Investigate and document discrepancies including:
- Missing assets
- Unidentified assets
- Duplicate records
- Incorrect asset locations
- Assets requiring further review
- Maintain accurate records of completed inventories and provide status updates as requested.
Project Coordination and Supervision
The Contractor’s resource shall:
- Coordinate inventory activities within the assigned region.
- Provide day-to-day direction and oversight of temporary inventory support staff, including interns or other personnel assigned by the State.
- Develop and maintain inventory schedules to ensure timely completion of all assigned locations.
- Monitor inventory progress and communicate risks, delays, and resource needs to the State Project Manager.
- Operate independently with limited supervision while maintaining regular communication with State management.
Reporting Requirements
The Contractor shall provide:
- Weekly progress reports.
- Site completion reports.
- Inventory discrepancy reports.
- Resource utilization updates.
- Final project summary report documenting completed locations, assets scanned, unresolved issues, and recommendations.
Contractor Resource Qualifications
The proposed resource must possess:
Required Qualifications
- Minimum two (2) years of experience performing physical inventories, asset management, field operations, logistics, or related work.
- Experience identifying and handling IT equipment, including desktop computers, laptops, monitors, printers, network devices, servers, and related technology assets.
- Experience utilizing barcode scanners, inventory systems, or asset management software.
- Strong organizational and project coordination skills.
- Ability to work independently and manage competing priorities with minimal supervision.
- Experience supervising, coordinating, or directing temporary staff, interns, or project team members.
- Proficiency with Microsoft Office applications and data entry systems.
- Valid driver’s license and reliable personal vehicle available for daily travel.
- Ability to lift and move equipment weighing up to 25 pounds.
- Ability to travel extensively throughout the assigned geographic region.
Security Requirements
The proposed resource must:
- Successfully complete a State-required 10-print fingerprint background check.
- Successfully pass a Criminal Justice Information Services (CJIS) background investigation.
- Comply with all State security, confidentiality, and data protection requirements.
- Execute any required confidentiality or non-disclosure agreements.
Equipment and Materials
State-Provided Equipment
The State will provide:
- Laptop computer.
- Barcode scanner(s).
- Access to the inventory database.
- Inventory procedures and training.
- Site contact information.
Contractor-Provided Equipment
The Contractor shall provide:
- Reliable personal vehicle suitable for daily travel.
- Vehicle insurance as required by Illinois law.
- Mobile phone for business communications.
- Any incidental supplies necessary to perform field operations.
· Travel costs will not be reimbursed
Work Schedule
- Normal working hours shall be Monday through Friday, 8:30 a.m. through 5:00 p.m.
- Work will generally be performed during standard State business hours.
- Occasional schedule adjustments may be required to accommodate facility access requirements.
- Overtime is not anticipated unless specifically authorized by the State.
Deliverables
The Contractor shall provide:
- Completed physical inventory of all assigned facilities within the designated geographic area.
- Accurate and complete asset scan data entered into the State inventory database.
- Weekly status reports.
- Discrepancy tracking logs.
- Final inventory completion report.
Performance Expectations
The resource shall:
- Maintain a high level of accuracy in inventory data collection.
- Complete assigned inventory locations according to project schedule.
- Demonstrate professionalism when interacting with agency personnel and facility staff.
- Proactively identify and resolve inventory issues.
- Successfully manage assigned support personnel and inventory activities with minimal oversight.
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