Procurement and Asset Management Senior Executive / Executive

Xiamen University Malaysia; Sepang; On-site; MYR 48,000 - 72,000; Full time

Job summary

A reputable university in Sepang, Selangor is seeking a Procurement and Asset Management Senior Executive to manage procurement processes and support campus operations. Ideal candidates hold a Bachelor's degree in relevant fields and have 1-3 years of experience. Responsibilities include overseeing asset management, coordinating projects, and fostering interdepartmental communication. Mandarin proficiency is a plus, and candidates should possess strong organizational and interpersonal skills.

Qualifications

• 1–3 years of experience in procurement, asset management, or facilities coordination.
• Familiarity with procurement workflows and vendor management.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Manage end-to-end procurement processes and support campus operations.
• Coordinate with departments to ensure smooth procurement processes.
• Assist in project planning and vendor evaluations.

Skills

Procurement knowledge

Interpersonal skills

Multitasking

Organizational skills

Education

Bachelor's degree in Procurement, Business Administration, Facilities/Event Management, Logistics

Tools

Microsoft Office (Excel)

ERP/procurement systems

Job description

Procurement and Asset Management Senior Executive / Executive

Xiamen University Malaysia – Sepang, Selangor

The Procurement & Facilities Operations Executive is responsible for managing the end-to-end procurement lifecycle, overseeing asset and inventory control, and supporting campus operations such as faculty housing, event logistics, and maintenance coordination. This role acts as a key liaison across departments to ensure smooth procurement processes, efficient asset tracking, and well-managed facilities, all in alignment with institutional policies and goals.

Responsibilities

• Procurement Operation
  • 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.
• Renovation Projects Management
  • a) Project Planning & Design Coordination
    • Assist in project planning, including conceptual design, drawings review, preparation of Bills of Quantities (BQ) and cost estimation.
    • Coordinate with consultants, designers, and internal departments to finalize project scope, specifications, and timelines.
  • b) Procurement & Contract Administration
    • Assist in the procurement process for consultants, designers, contractors, subcontractors, and suppliers, including preparing tender exercise, collecting quotations, conducting evaluation meetings, and preparing award proposal for management review.
    • Prepare draft contracts, purchase orders, and other necessary documentation for approval.
    • Support local authority submissions process, follow-up submission status and coordinate necessary inspections.
  • c) Site Supervision & Project Execution
    • Act as on-site coordinator between consultants, contractors, suppliers, internal departments, and local authorities to facilitate smooth site operations.
    • Monitor and report on works progress to ensure adherence to approved drawings, specifications, contract terms, and safety standards.
    • Highlight potential risks or delays and assist in implementing corrective actions to meet project deadlines.
  • d) Cost & Quality Control
    • Assist in checking contractors’ claims, progress reports, variation orders, and change requests before submitting them for management approval.
    • Record and monitor project expenses against the approved budget and report variances to management.
    • Assist in preparing final account documentation for management review.
  • e) Documentation & Reporting
    • Maintain organized and up-to-date project records, including contracts, purchase orders, minutes of meetings, correspondence, and progress reports.
    • Prepare periodic updates and reports for management on project status, budget tracking, and site issues.
• Interdepartmental Coordination and Support
  • 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.
• Supplier and Market Management
  • 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.
• Compliance, Documentation, and Reporting
  • Maintain accurate and complete procurement records for audit and reporting purposes.
  • Support internal audits, compliance checks, and the preparation of procurement reports as required.
• Teamwork and Other Duties
  • 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.

Qualifications

• Bachelor’s degree in Procurement, Business Administration, Facilities/Event Management, Logistics, or related fields.
• 1–3 years of experience in procurement, asset management, facilities coordination, or event support.
• Familiarity with procurement workflows, asset tracking systems, and vendor management.
• Proficiency in Microsoft Office, especially Excel; ERP/procurement/booking system knowledge is a plus.
• Strong organizational, interpersonal, and multitasking skills.
• Ability to work independently and collaboratively across teams.
• Proactive, detail-oriented, and capable of handling time-sensitive tasks.
• Mandarin proficiency and basic knowledge of AV equipment or CAD are advantages.
• Willingness to support after-hours events or facility needs when required.