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
· Process asset disposal and write-off requests in compliance with XMUM’s asset disposal policy and audit requirements.
5. Asset Audit & Reconciliation
· Assist in conducting periodic asset verification, physical checks, and reconciliation exercises.
· Support internal and external audits related to asset management.
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.
Job Requirements:
· 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.
Xiamen University Malaysia (XMUM), the first Chinese university branch campus in Malaysia (Reg. No. DULN009(B)), is an extension of Xiamen University (XMU), established in 1921 by Tan Kah Kee. XMU is ranked 198th globally by US News & World Report (2024-2025). XMUM combines world-class teaching, research excellence, and cultural diversity, aiming to nurture ethical, talented individuals who contribute to the progress of Malaysia, China, and Southeast Asia. As a dynamic and inclusive institution, XMUM seeks committed, qualified individuals to join its team and support its mission of global educational excellence.