Role and Key Responsibilities

1. Vendor & Tenancy Management

• 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.

3. Digital Monitoring & Feedback Management

• 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

• Support operational coordination for:
  •    Conferences / Forum / Seminars / Workshops / Training programmes & etc
  •    External institutional events
  •    IAEC Events

Responsibilities include:
•    Venue coordination
•    Meal arrangements
•    Accommodation coordination
•    Vendor engagement
•    Budget tracking
•    Operational logistics
•    Agreement coordination
•    On-site event support

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
  Candidates who demonstrate the following qualities will be highly regarded:
  •    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
   

  Interested candidates are encouraged to email their CV, along with copies of academic transcripts and supporting documents, to recruit_admin@xmu.edu.my.

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