Job Summary

The Document & Asset Management Coordinator is responsible for maintaining accurate company records and overseeing the inventory of office and field equipment. This role ensures that documents are well-organized, secure, and easily accessible, while also managing the replenishment, allocation, and tracking of equipment and office supplies. The position plays a key part in supporting daily operations by monitoring expenses, coordinating with vendors, and ensuring compliance with company policies.

Key Responsibilities

Document Management

• Maintain and update a centralized filing system (physical and digital).

• Track and manage document versions to ensure only approved and current files are distributed.

• Enforce confidentiality protocols and manage access to sensitive information.

• Ensure documentation processes comply with company standards and audit requirements.

• Assist in preparing reports and provide documentation support during internal or external audits.

Asset & Inventory Management

• Maintain an updated inventory of all company equipment and office supplies.

• Monitor asset usage, schedule replenishment, and coordinate replacements or repairs.

• Tag, track, and record movement of company assets to ensure accountability.

• Coordinate with suppliers for purchasing, servicing, and deliveries.

• Prepare periodic reports on asset status and inventory levels for management review.

Office Administration & Expense Tracking

• Monitor and record expenses related to office needs, equipment purchases, and replenishments.

• Support budget planning by providing accurate data on asset and supply costs.

• Coordinate with vendors for maintenance schedules and service requirements.

• Provide administrative support to ensure smooth day-to-day office operations.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Supply Chain Management, or any Engineering course.

• Fresh graduates are welcome to apply, but at least 1 year of relevant experience in document control, inventory management, or office administration is preferred.

• Strong organizational skills with keen attention to detail.

• Proficient in MS Office (Excel, Word) and familiar with inventory or document management tools.

• Ability to maintain confidentiality and handle sensitive records responsibly.

Key Competencies

• Organized and detail-oriented – maintains accurate records and systems.

• Proactive – identifies needs and acts before shortages or issues arise.

• Trustworthy – safeguards company information and assets.

• Strong communicator – coordinates effectively with internal teams and suppliers.