Role and Key Responsibilities

1. Asset Registration & Tracking

• Maintain accurate records of fixed assets, low-value durable items, consumables, and materials, including registration, labelling, and system updates.
• Ensure all newly acquired or recognized assets are recorded within the correct accounting period using standardized naming conventions.
• Identify and record all relevant assets, including non-standard items (e.g. supplier advances).
• Conduct regular reviews and reconciliations to ensure accuracy, completeness, and compliance with internal policies.
• Coordinate with Finance to ensure consistency of asset records across departments.

2. Asset Allocation & Coordination

• Manage asset allocation, internal transfers, and reallocation based on operational needs.
• Coordinate with departments on asset usage, movement, and handover.
• Oversee asset maintenance and repairs by liaising with internal teams (IT, maintenance) and external vendors.

3. Asset Disposal & Write-Off

• Process asset disposal and write-off requests in accordance with XMUM policies and audit requirements.

4. Asset Audit & Reconciliation

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

5. Procurement & Asset Acceptance Support

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

6. Warehouse & Inventory Control

• Monitor stock levels of consumables and critical items to ensure availability while avoiding overstocking.
• Assist in inventory movement reviews, stocktaking, and reporting of discrepancies or impairments.

7. Office Resource Management

• Manage allocation and maintenance of furniture and fixtures in offices.
• Coordinate office moves, renovations, and asset-related arrangements.
• Handle office check-in/check-out procedures for academic staff, ensuring proper documentation.

8. Campus Printer Management

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

9. Reporting & Documentation

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

10. Asset Management Operations & Event Support

• Handle asset-related event requests and provide logistical and administrative support for events.

11. General Duties

• Provide guidance to departments on asset-related policies and procedures.
• Perform other duties as assigned in support of XMUM operations.

Requirements / Qualifications

• Diploma or Bachelor’s degree in Business Administration, Logistics, Asset Management, or a related field.
• Proficient in Microsoft Excel (formulas, pivot tables, basic data analysis).
• Good command of written and spoken English.
• Strong organizational skills with high attention to detail.
• Responsible, proactive, and able to work independently and as part of a team.
• Experience in asset or inventory management is an added advantage.
• Fresh graduates are encouraged 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.