Executive - Procurement & Asset Management Office (Vendor Management)

Xiamen University Malaysia; Malaysia; On-site; MYR 50,000 - 80,000; Full time

Job summary

Xiamen University Malaysia is seeking a motivated Procurement & Asset Management Office professional to support campus vendors, tenancy operations and F&B coordination. You will help ensure policy compliance, maintain records, and assist in tender processes.

The role focuses on vendor supervision, inspections, documentation, and cross‑department collaboration to uphold service standards across the university campus.

Qualifications

• Bachelor’s degree in Business Administration, Hospitality Management, Event Management, Facilities Management, Marketing, Retail Management, Mass Communication or related field.
• Fresh graduates are encouraged to apply.
• Candidates with 1–3 years of experience in vendor management, tenancy management or facilities management have an advantage.
• Strong communication, organisational and multitasking abilities are required.

Responsibilities

• Assist in managing campus vendors and F&B operators.
• Monitor vendor compliance with university policies and tenancy agreements.
• Coordinate tenancy onboarding, renewal, termination and related documentation.
• Conduct routine inspections and maintain vendor performance records.
• Assist in open tender exercises, evaluations and vendor appointments.
• Conduct cafeteria hygiene inspections and ensure food safety compliance.
• Prepare reports, meeting minutes and correspondence; maintain records and dashboards.

Skills

Vendor management

Facilities coordination

Administrative operations

Data analysis

Communication

Coordination

Education

Bachelor’s Degree

Tools

Microsoft Office

Digital systems

Job description

Procurement & 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

• 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