Executive - Procurement and Asset Management Office (Vendor Management)

XMU; Malaysia; Hybrid; MYR 42,000 - 72,000; Full time

Job summary

XMU is seeking an Executive for the Procurement and Asset Management Office in Malaysia to oversee vendor management, cafeteria operations, and event coordination. You will support onboarding, compliance checks, and documentation across multiple departments.

The role requires strong communication, organizational, and analytical skills, with fresh graduates encouraged to apply. Willingness to work with external vendors and stakeholders is essential.

Qualifications

• Bachelor's degree in business-related field or relevant disciplines.
• Fresh graduates are encouraged to apply.
• 1–3 years in vendor management, tenancy management, facilities, hospitality, events, or customer service is a plus.

Responsibilities

• Assist in managing campus vendors and food & beverage operators.
• Monitor vendor compliance with policies, tenancy agreements and standards.
• Coordinate tenancy onboarding, renewal, termination and related documentation.
• Conduct routine inspections and maintain vendor performance records.
• Assist in tender exercises, evaluations and vendor appointments.
• Prepare tenancy agreements, reports, and correspondence.

Skills

Vendor management

Communication

Organizational skills

Data analysis

Digital systems

Budgeting basics

Education

Bachelor's Degree in Business Administration

Bachelor's Degree in Hospitality Management

Bachelor's Degree in Event Management

Tools

Microsoft Office

Report preparation

Documentation management

Data analysis tools

Digital systems proficiency

Job description

Executive - Procurement and Asset Management Office(Vendor Management)

Procurement and Asset Management Office

Full-time, Permanent

Role and Key Responsibilities

• Assist in managing campus vendors and food & beverage operators.
• Monitor vendor compliance with university policies, tenancy agreements, and operational standards.
• Coordinate tenancy onboarding, renewal, termination, and related documentation.
• Conduct routine inspections and maintain vendor performance records.
• Assist in open tender exercises, evaluations, and vendor appointment processes.

2. Cafeteria Operations & Compliance

• Conduct routine inspections on cafeteria hygiene, cleanliness, and food safety standards.
• Monitor compliance with food handling regulations and university operating procedures.
• Coordinate corrective actions with vendors and relevant internal departments.
• Prepare inspection reports and follow up on improvement plans.
• Monitor the University's digital feedback management platform.
• Review, assign, and follow up on complaints, maintenance requests, and service feedback.
• Coordinate with vendors and relevant departments to ensure timely issue resolution.
• Maintain accurate records and generate periodic reports and performance analysis.
• Monitor digital dashboards related to hygiene, maintenance, and vendor performance.

4. Event & External Programmes Coordination

5. Event & External Programmes Coordination

• Prepare tenancy agreements and operational documentation.
• Maintain vendor database and filing system.
• Prepare reports, meeting minutes, presentations, and correspondence.
• Support departmental budgeting and procurement documentation.
• Maintain SOPs and operational records.

Requirements / Qualifications

• Bachelor's Degree in one of the following:Business Administration, Hospitality Management, Event Management, Facilities Management, Marketing, Retail Management, Mass Communication or any Bachelor's Degree
• Fresh graduates are encouraged to apply.
• Candidates with 1–3 years of experience in any of the following areas will have an added advantage:
  • Vendor Management
  • Property or Tenancy Management
  • Facilities Management
  • Hospitality Operations
  • Event Management
  • Customer Service
  • Administrative Operations
• Technical Skills
  • Microsoft Office (Excel, Word, PowerPoint)
  • Report preparation
  • Documentation management
  • Basic budgeting
  • Data analysis
  • Digital systems proficiency
• Soft Skills
  • Strong communication and interpersonal skills
  • Excellent coordination and organizational abilities
  • Good problem-solving skills
  • Able to manage multiple tasks simultaneously
  • Detail-oriented and systematic
  • Strong sense of responsibility and accountability
  • Customer service mindset
  • Ability to work independently and as part of a team

Preferred Attributes

• Strong coordination ability
• Good negotiation skills
• Willingness to work outside normal office hours during events when required
• Ability to manage multiple stakeholders effectively
• Adaptability to digital transformation initiatives
• Continuous improvement mindset
• Professional integrity and positive attitude