IT Asset Specialist

About the role

Lightning AI is seeking a detail-oriented individual to manage inventory and asset lifecycles at our Quincy, Washington data center. You will serve as the primary on-site authority for hardware tracking, process documentation, and vendor coordination within our Data Center Operations team. In this capacity, you will own the accuracy and reliability of physical and digital asset records from receipt through retirement. The role requires a proactive mindset to identify discrepancies, drive process adherence, and safeguard company assets in a high-visibility operational environment. You will be responsible for maintaining integrity across all logistical and technical workflows related to hardware custody. Success in this position will be measured by the completeness of your records, the efficiency of your workflows, and your ability to prevent loss or misrouting of critical equipment. You will act as a key liaison between technical teams and external vendors to ensure seamless operations.

Key facts

What you'll do

• Execute end-to-end tracking of all inbound and outbound shipments while maintaining meticulous records in inventory systems.
• Document the complete lifecycle of assets, capturing every stage from initial procurement through deployment to final disposal.
• Conduct systematic audits of tracking systems and implement targeted improvements to reporting accuracy and operational processes.
• Oversee parts inventory by performing real-time scanning of items moving in and out of secure lockers and monitoring stock levels to prevent shortages.
• Coordinate Return Merchandise Authorizations (RMAs) with vendors, manage timelines, and handle escalations to ensure timely resolution.
• Perform thorough inspections of incoming hardware, secure all items upon receipt, and maintain rigorous chain-of-custody documentation.
• Regulate physical and logical access to the data center, approving third-party requests in alignment with security protocols.
• Partner closely with the IT Asset Manager, Site Manager, and technical technicians to uphold and enforce company-wide standards.
• Investigate discrepancies in asset records and resolve them through methodical cross-referencing and stakeholder communication.
• Support the implementation of new tracking methodologies and contribute feedback to enhance system usability and efficiency.
• Maintain detailed logs of all asset movements and ensure compliance with internal controls and external audit requirements.
• Provide clear, concise updates to leadership regarding inventory health, risk areas, and process improvements.

Requirements

• Demonstrate exceptional organizational skills with a proven ability to manage multiple priorities in a fast-paced environment.
• Show high attention to detail with a consistent track record of accuracy in data entry and record maintenance.
• Exhibit proficiency with spreadsheets, including advanced functions in Excel or Google Sheets.
• Bring familiarity with database systems and the ability to navigate and query structured data stores.
• Have experience using ticketing systems to track issues and resolve ambiguous problems independently.
• Possess basic knowledge of computer components, including servers, storage devices, and networking hardware.
• Maintain strong written and verbal communication skills to interact effectively with internal and external stakeholders.
• Show proven ability to take ownership of data integrity and operational processes without constant supervision.
• Commit to adhering strictly to company policies, procedures, and compliance standards at all times.
• Display reliability and consistency in meeting deadlines and fulfilling responsibilities in a regulated setting.

Nice to have

• Previous experience in IT or data center environments, demonstrating familiarity with operational workflows and constraints.
• Understanding of IT hardware and infrastructure, including how components interact within a computing environment.
• Familiarity with Jira for issue tracking, ticket management, and workflow automation.
• Familiarity with Asset Panda or similar asset management platforms for inventory and lifecycle tracking.

Practical notes

• This is an onsite position requiring physical presence at the Quincy, Washington location during standard business hours.
• Visa sponsorship is not provided for this role, and candidates must ensure eligibility to work without sponsorship.
• Compensation includes a discretionary bonus, equity in the form of RSUs, comprehensive medical dental and vision coverage, 401(k) matching, unlimited paid time off, paid parental leave, a professional development allowance, and wellness stipends.
• The company observes a two-week winter break closure annually during which operations are suspended and team members are encouraged to take time off.