Fixed Asset Associate | JDN Realty Group

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Fixed Asset

Associate

Summary:

The Fixed Asset Associate is responsible for providing essential administrative support in tracking, cataloging, tagging, and auditing corporate fixed assets and site inventories across JDN Realty Group’s malls, commercial centers, and office properties.

This position focuses on maintaining accurate asset records for property furniture, office machinery, building equipment, and operational supply stocks. The role works closely with property managers, site engineers, and procurement staff to verify new asset acquisitions, log stock movements, record asset transfers, and prepare routine inventory reconciliation reports in MS Excel.

Responsibilities:

A. Fixed Asset Tagging & Registry Maintenance

Inspects newly acquired capital assets (e.g., office equipment, air conditioning units, generator parts, mall furniture) upon delivery.
Generates, prints, and physically affixes property asset tags/barcodes to newly acquired items across assigned corporate and site locations.
Encodes new asset details—including serial numbers, specifications, custodian assignments, purchase dates, and property locations—into the MS Excel Fixed Asset Registry.

B. Inventory Control & Stock Movement Tracking

Logs daily receipt and issuance of site-level maintenance supplies, uniforms, tools, and office consumables.
Monitors stock movement forms, Accountable Form Gate Passes, and Asset Transfer Requests (ATRs) for equipment moved between sites or departments
Assists site teams in performing monthly physical stock counts for store and maintenance inventories.

C. Asset Audit & Reconciliation Assistance

Participates in scheduled and spot physical count audits of fixed assets across shopping malls, commercial spaces, and head office units.
Compares physical count results against general ledger inventory records, identifying and logging discrepancies, damages, or unrecorded asset movements.
Assists in preparing documentation for retired, broken, or unserviceable assets scheduled for scrap sales or formal disposal.

D. Administrative, Document & Reporting Support

Maintains systematic digital and physical files for asset turnover receipts, equipment warranties, transfer slips, and disposal forms
Encodes and prepares monthly fixed asset tracking summaries, inventory status updates, and variance reports using MS Excel.
Routes asset transfer approvals and audit documentation via DocuSign for electronic sign-offs.
Performs other administrative duties assigned by the Procurement and Fixed Asset Manager.

Qualifications

Education:

Bachelor’s Degree in Business Administration, Accounting Technology, Commerce, Industrial Management, Office Administration, or a related field.

Knowledge:

Sound understanding of basic fixed asset management concepts, inventory logging practices, physical counting procedures, and asset tagging protocols within commercial properties.

Experiential Requirements:

Minimum of 1 to 2 years of experience in fixed asset administration, inventory control, storekeeping assistance, or property audit support—preferably within commercial real estate, shopping malls, retail operations, or property management. (Fresh accountancy/business graduates with strong inventory background are encouraged to apply)

Skills:

Technical & Hard Skills:

Microsoft Excel Proficiency: Strong proficiency in MS Excel for managing large data registries, creating tracking templates, using formulas (VLOOKUP, IF functions, SUMIF), and generating inventory reconciliation reports.
ERP & Digital Tools: Familiarity with inventory software modules, accounting tools, and electronic workflow platforms like DocuSign.
Basic Design & Documentation: Competency in preparing simple inventory manuals, asset tag layouts, or summary slides using Canva or PowerPoint.

Soft Skills:

Oral and Written Communication: Strong verbal and written communication skills to liaise effectively with site engineers, property heads, and external auditors.
High Precision & Detail Orientation: Meticulous approach when matching serial numbers, checking physical tags, and auditing inventory counts.
Physical Mobility & Organization: Ability to conduct physical asset tagging and site inspections across different property facilities.
Integrity & Ethical Standards: High commitment to safeguarding company property and maintaining complete transparency in reporting inventory variances.

Key Result Areas and Competencies:

Asset Tagging & Receiving Verification: Tagging newly delivered equipment, furniture, and tools and registering them into asset registries.
Inventory Monitoring & Movement Logging: Tracking property inventories, stock turn-ins, asset transfers, and disposal requests.
Excel Data Management & Reporting: Maintaining updated master asset registries, stock movement sheets, and preparing monthly inventory summary reports.
Audit & Asset Inspection Support: Assisting in physical asset counts, inventory audits, and property location verifications across sites.
Asset Tagging SLA: 100% of newly delivered capital assets tagged and logged into the master registry within 48 hours of delivery clearance.
Registry Accuracy Rate: Zero major discrepancies between physical asset tags and central Excel registry entries during internal audits.
Inventory Reporting Timeliness: On-time submission of monthly inventory stock summaries and asset movement reports.
Audit Reconciliation Completeness: 100% verification and documentation of physical asset counts during annual site inventory audits.

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Summary:

Responsibilities:

A. Fixed Asset Tagging & Registry Maintenance

Inspects newly acquired capital assets (e.g., office equipment, air conditioning units, generator parts, mall furniture) upon delivery.

Generates, prints, and physically affixes property asset tags/barcodes to newly acquired items across assigned corporate and site locations.

Encodes new asset details—including serial numbers, specifications, custodian assignments, purchase dates, and property locations—into the MS Excel Fixed Asset Registry.

B. Inventory Control & Stock Movement Tracking

Logs daily receipt and issuance of site-level maintenance supplies, uniforms, tools, and office consumables.

Monitors stock movement forms, Accountable Form Gate Passes, and Asset Transfer Requests (ATRs) for equipment moved between sites or departments

Assists site teams in performing monthly physical stock counts for store and maintenance inventories.

C. Asset Audit & Reconciliation Assistance

Participates in scheduled and spot physical count audits of fixed assets across shopping malls, commercial spaces, and head office units.

Compares physical count results against general ledger inventory records, identifying and logging discrepancies, damages, or unrecorded asset movements.

Assists in preparing documentation for retired, broken, or unserviceable assets scheduled for scrap sales or formal disposal.

D. Administrative, Document & Reporting Support

Maintains systematic digital and physical files for asset turnover receipts, equipment warranties, transfer slips, and disposal forms

Encodes and prepares monthly fixed asset tracking summaries, inventory status updates, and variance reports using MS Excel.

Routes asset transfer approvals and audit documentation via DocuSign for electronic sign-offs.

Performs other administrative duties assigned by the Procurement and Fixed Asset Manager.

Qualifications

Education:

Bachelor’s Degree in Business Administration, Accounting Technology, Commerce, Industrial Management, Office Administration, or a related field.

Knowledge:

Sound understanding of basic fixed asset management concepts, inventory logging practices, physical counting procedures, and asset tagging protocols within commercial properties.

Experiential Requirements:

Skills:

Technical & Hard Skills:

Microsoft Excel Proficiency: Strong proficiency in MS Excel for managing large data registries, creating tracking templates, using formulas (VLOOKUP, IF functions, SUMIF), and generating inventory reconciliation reports.

ERP & Digital Tools: Familiarity with inventory software modules, accounting tools, and electronic workflow platforms like DocuSign.

Basic Design & Documentation: Competency in preparing simple inventory manuals, asset tag layouts, or summary slides using Canva or PowerPoint.

Soft Skills:

Oral and Written Communication: Strong verbal and written communication skills to liaise effectively with site engineers, property heads, and external auditors.

High Precision & Detail Orientation: Meticulous approach when matching serial numbers, checking physical tags, and auditing inventory counts.

Physical Mobility & Organization: Ability to conduct physical asset tagging and site inspections across different property facilities.

Integrity & Ethical Standards: High commitment to safeguarding company property and maintaining complete transparency in reporting inventory variances.

Key Result Areas and Competencies:

​Asset Tagging & Receiving Verification: Tagging newly delivered equipment, furniture, and tools and registering them into asset registries.

Inventory Monitoring & Movement Logging: Tracking property inventories, stock turn-ins, asset transfers, and disposal requests.

Excel Data Management & Reporting: Maintaining updated master asset registries, stock movement sheets, and preparing monthly inventory summary reports.

Audit & Asset Inspection Support: Assisting in physical asset counts, inventory audits, and property location verifications across sites.

Asset Tagging SLA: 100% of newly delivered capital assets tagged and logged into the master registry within 48 hours of delivery clearance.

Registry Accuracy Rate: Zero major discrepancies between physical asset tags and central Excel registry entries during internal audits.

Inventory Reporting Timeliness: On-time submission of monthly inventory stock summaries and asset movement reports.

Audit Reconciliation Completeness: 100% verification and documentation of physical asset counts during annual site inventory audits.

Asset Tagging & Receiving Verification: Tagging newly delivered equipment, furniture, and tools and registering them into asset registries.