Procurement and Asset Management Executive

Xiamen University Malaysia; Sepang; On-site; MYR 150,000 - 200,000; Full time

Job summary

Xiamen University Malaysia seeks a Procurement and Asset Management Executive to oversee procurement activities and manage assets effectively. The role involves compliance with university policies, vendor management, and supporting procurement planning initiatives. Ideal candidates will have a relevant degree and at least two years of procurement experience, along with excellent organizational and communication skills.

Qualifications

• At least 2 years of procurement experience, preferably in construction.
• Strong organizational and communication skills; able to handle multiple tasks under pressure.
• Basic knowledge of construction or engineering terms is preferred.

Responsibilities

• Manage end-to-end procurement processes in compliance with university policies.
• Prepare and review procurement documents such as purchase proposals and contracts.
• Conduct supplier performance reviews and maintain effective working relationships.

Skills

Organizational skills

Communication skills

Proficiency in MS Office

Detail-oriented

Proactive

Education

Bachelor’s degree or above in Procurement, Business, Engineering, or related fields

Tools

ERP or procurement systems

Job description

Procurement and Asset Management Executive

Add expected salary to your profile for insights

Manage end-to-end procurement processes in full compliance with the university’s policies and procedures.

Handle a wide range of procurement activities, including the sourcing and purchasing of goods, services, and facility-related projects such as maintenance and renovation.

Prepare and review procurement documents including purchase proposals, requisitions, RFQs, tender evaluations, contracts, FATs, and PCFs.

Support procurement planning and contribute to cost optimization and process improvement initiatives.

Communicate with various departments/schools to understand their procurement needs and provide timely and professional support.

Offer guidance and training to departmental procurement representatives to ensure alignment with procurement policies and procedures.

Assist in the selection, evaluation, and negotiation of vendors to ensure product/service/project quality, delivery timeliness, and value for money.

Conduct supplier performance reviews and maintain effective working relationships.

Perform market research, supplier analysis, and cost benchmarking to support procurement decisions.

Participate in the on-site management of construction, renovation, and maintenance projects.

Coordinate with contractors, suppliers, and relevant internal teams to ensure project progress, safety, and compliance with contract terms.

Monitor on-site work schedules, resolve issues as they arise, and help ensure projects are completed on time and within budget.

Maintain accurate and complete procurement records for audit and reporting purposes.

Support internal audits, compliance checks, and the preparation of procurement reports as required.

Work collaboratively with team members, sharing responsibilities and providing coverage during peak workloads or staff absences.

Perform other related duties as assigned by the supervisor.

REQUIREMENTS:

Bachelor’s degree or above in Procurement, Business, Engineering, or related fields.

At least 2 years of procurement experience, preferably with exposure to construction or facility projects.

Familiar with procurement procedures, tendering, and vendor management.

Strong organizational and communication skills; able to handle multiple tasks under pressure.

Proficient in MS Office; experience with ERP or procurement systems is a plus.

Basic knowledge of construction or engineering terms is preferred.

Mandarin proficiency and CAD skills are advantages.

Detail-oriented, proactive, and a good team player.

Position 2: Asset Executive

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.

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.

Process asset disposal and write-off requests in compliance with XMUM’s asset disposal policy and audit requirements.

Assist in conducting periodic asset verification, physical checks, and reconciliation exercises.

Support internal and external audits related to asset management.

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

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.

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.

Oversee the distribution, maintenance, and usage monitoring of campus printers and photocopiers.

Coordinate with service providers for troubleshooting and consumables replenishment.

Prepare regular reports related to asset status, usage, performance, and audit follow-up.

Maintain proper documentation and filing of all asset-related transactions.

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

Liaise with departments to provide guidance on asset-related policies.

Perform other duties as assigned by supervisors in support of XMUM operations.

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.

Position 3: General Services Executives

Assist in the day-to-day management of faculty and staff accommodations, including check-in/out procedures, maintenance coordination, and inventory management

Arrange visitor accommodation for university visitors, including preparation of rooms, welcoming, and logistical support

Support university events involving the concert hall, including audio equipment setup, basic sound system operation, and venue coordination

Help coordinate repair requests, follow-up with service providers, and liaise with internal departments

Support minor procurement tasks and maintain asset usage records as assigned

Maintain documentation, schedules, and service records related to housing and events

Provide backup support for team members during absences or peak periods

Assist in ad hoc tasks as required by the superior.

REQUIREMENTS:

Bachelor’s degree or above in Procurement, Business, Facilities Management, Event Management, or a related field.

Minimum 1–2 years of relevant work experience, preferably in facility operations, event support, or accommodation services

Basic knowledge of sound or AV equipment setup is preferred (training can be provided)

Good interpersonal and organizational skills; customer service mindset

Ability to work flexible hours, including weekends or evenings, when required

Proficiency in Microsoft Office; experience with administrative systems or facility booking systems is a plus

Team player, proactive, and able to handle multiple tasks under time constraints

Mandarin and English communication skills preferred (written and spoken)

The subject line of your email must include:yourNAME, OFFICEand thePOSITIONfor which you are applying.

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

This posting will remain open until filled.

Unlock job insights

Salary match Number of applicants Skills match

Your application will include the following questions:

What's your expected monthly basic salary? Which of the following types of qualifications do you have? How many years' experience do you have as an Asset Management Executive? Which of the following languages are you fluent in? How much notice are you required to give your current employer? How many years' experience do you have in a procurement role?

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.

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.

To help fast track investigation, please include here any other relevant details that prompted you to report this job ad as fraudulent / misleading / discriminatory.

Researching careers? Find all the information and tips you need on career advice.