Job Summary

New Leaf Medical Complex is seeking a proactive, detail-oriented, and highly organized Property & Assets Administration Officer to oversee the effective management, control, and safeguarding of the organization's fixed assets, properties, and facility-related resources. The successful candidate will be responsible for maintaining accurate asset records, coordinating asset acquisition and disposal processes, conducting periodic asset verification, and ensuring the efficient utilization and maintenance of hospital facilities.

The role plays a critical part in supporting operational excellence by ensuring organizational assets are properly managed, protected, maintained, and compliant with institutional policies and healthcare operational standards. Candidates with strong experience in hospital property administration, fixed asset management, facility coordination, and asset control systems are highly encouraged to apply.

Key Responsibilities

1. Asset Management & Control

• Maintain an accurate and up-to-date fixed asset register for all medical and non-medical assets.
• Coordinate asset identification, tagging, coding, and classification in accordance with organizational policies.
• Conduct regular physical asset verification and reconciliation with asset records.
• Monitor asset movement, transfers, allocation, and disposal processes.
• Investigate asset discrepancies, losses, or damages and recommend corrective actions.
• Ensure accountability and proper utilization of organizational assets.

2. Property Administration

• Manage the allocation and tracking of office furniture, equipment, medical devices, and other institutional property.
• Maintain comprehensive property records, ownership documents, warranties, and maintenance history.
• Coordinate office and departmental asset assignments.
• Ensure proper custody and accountability of institutional property.

3. Facility Coordination

• Coordinate routine maintenance and repair requests for buildings, offices, and hospital facilities.
• Monitor the condition of hospital infrastructure and recommend preventive maintenance.
• Liaise with maintenance teams and external service providers to ensure timely completion of facility-related work.
• Support office space planning, renovations, relocations, and workplace readiness.

4. Inventory & Asset Audit

• Participate in periodic inventory counts and annual fixed asset audits.
• Prepare reconciliation reports for management review.
• Ensure compliance with internal control procedures and asset management policies.
• Support finance and external auditors during asset verification exercises.

5. Documentation & Reporting

• Maintain complete documentation related to asset acquisition, transfer, maintenance, disposal, and depreciation.
• Prepare monthly, quarterly, and annual asset management reports.
• Generate reports on asset utilization, maintenance schedules, and replacement planning.
• Maintain digital and physical asset documentation.

6. Compliance & Risk Management

• Ensure compliance with organizational asset management policies and procedures.
• Monitor asset security and recommend measures to minimize loss, misuse, or theft.
• Support insurance documentation and claims related to organizational property.
• Promote proper asset handling practices across all departments.

7. Continuous Improvement

• Recommend improvements to asset management systems and processes.
• Support the implementation of digital asset management solutions.
• Promote efficient utilization of organizational resources and cost optimization initiatives.