Role and Key Responsibilities

1. Policy Compliance & Service Support

• Perform duties in accordance with the University’s policies, guidelines, and procedures on Procurement and Asset Management.
• Provide timely and professional support to staff and students in handling asset-related requests.
• Ensure all asset management processes comply with internal controls and audit requirements.

2. Asset Registration & Tracking

• Maintain accurate records of fixed assets, low-value durable items, consumables, and materials, including registration, labelling, and timely updates in the asset management system.
• Ensure all newly acquired or recognized assets are recorded within the correct accounting period, using standardized naming to avoid duplication or misclassification.
• Identify and record all relevant assets, including non-standard items such as supplier advances.
• Conduct regular reviews and reconciliations to ensure asset records are accurate, complete, and compliant with internal policies.
• Coordinate with Finance and ensure consistency of asset records across all departments.

3. Asset Allocation & Coordination

• Manage asset allocation and internal movement based on departmental requests and operational needs.
• Coordinate with relevant departments for asset usage, transfer, and reallocation.
• Manage asset maintenance and repair schedules, identify issues, and coordinate with internal users, operations teams (e.g., IT, maintenance), and external suppliers to ensure timely resolution.

4. Asset Disposal & Write-Off

• Assist in periodic asset verification, physical checks, and reconciliation exercises.
• Support internal and external audits related to asset management.

5. Asset Audit & Reconciliation

• Work with Procurement and end-users during goods receipt and acceptance.
• Ensure proper documentation, tagging, and system registration of newly acquired assets.

6. Support for Procurement & Asset Acceptance

• Collaborate with the Procurement team and end-users during goods receipt and acceptance to ensure proper documentation and tagging of newly acquired assets.

7. Warehouse Inventory Control

• Oversee stock level of consumables and critical items in the warehouse to ensure availability while avoiding overstocking.
• Assist in reviewing inventory movement, stocktaking, and reporting on inventory discrepancies or impairments.

8. Office Resource Management

• Manage allocation and maintenance of furniture and fixtures in faculty and staff offices.
• Assist in coordinating office moves and renovations related to asset use.
• Coordinate the check-in and check-out procedures for academic staff offices, ensuring proper handover and documentation of office assets.

9. Campus Printer Management

• Oversee the distribution, maintenance, and usage monitoring of campus printers and photocopiers.
• Coordinate with service providers for troubleshooting and consumables replenishment.

10. Reporting & Documentation

• Prepare regular reports related to asset status, usage, performance, and audit follow-up.
• Maintain proper documentation and filing of all asset-related transactions.

11. Asset Management Operation 

• Handle event inquiries and provide logistical and administrative support for event coordination and execution.

12. General Support Duties

• Liaise with departments to provide guidance on asset-related policies.
• Perform other duties as assigned by supervisors in support of XMUM operations.
   

Requirements / Qualifications

• Diploma or Bachelor’s degree in Business Administration, Logistics, Asset Management, or related fields.
• Proficiency in Microsoft Excel (including formulas, pivot tables, and basic data analysis tools).
• Good command of written and spoken English; ability to communicate effectively across departments.
• Strong organizational and documentation skills, with attention to detail.
• Responsible, proactive, and able to work independently as well as in a team.
• Experience in asset or inventory management is an added advantage.
• Fresh Graduates are welcome to apply.
   

Interested candidates are encouraged to email their CV, along with copies of academic transcripts and supporting documents, to recruit_admin@xmu.edu.my.

We thank all applicants for their expressed interest. However, ONLY shortlisted applicants will be notified.