Fixed Asset Verification Administrator

Overall Purpose of the Job

To ensure the accurate barcoding, recording, tracking, verification, and reporting of fixed assets across various brands and divisions of the Advtech Group. The role supports compliance with IFRS, internal control frameworks, and company asset management policies, ensuring that fixed assets are safeguarded, correctly valued, and efficiently utilized.

Responsibilities for this Position:

Barcoding, physical verification and capturing of assets:

• Conduct initial physical verification and take-on of newly acquired assets once placed into use.
• Allocate and affix unique asset identification labels to each asset in accordance with Advtech Group asset tagging standards.
• Ensure asset labels are:
  • Clearly visible
  • Securely attached to prevent removal or tampering
  • Matched correctly to the asset register record
• Confirm that all critical asset information is captured a take-on, including:
  • Asset description and category
  • Serial number (where applicable)
  • Campus, building, room, and custodian
  • Assess and record the current usage status of each asset during verification
  • Evaluate the physical condition of assets
• Escalate missing documentation, unlabelled assets, or discrepancies identified during the take-on process.
• Perform scheduled and ad hoc physical verification counts of fixed assets across campuses, offices, classrooms, laboratories, residences, and storage facilities.
• Physically sight assets and verify the following against the fixed asset register:
  • Asset tag number
  • Asset description and serial number
  • Current location
  • Assigned custodian or department
• Identify, document and follow up on missing, untagged, or incorrectly recorded assets including any of the following verification outcomes:
  • Assets found and correctly recorded
  • Assets found but incorrectly recorded (location, custodian, description)
  • Assets not found (potential losses)
  • Assets found without asset tags or not recorded on the register
  • Assets duplicated or incorrectly capitalised

• Interpret variance reports with detailing findings, supporting evidence and follow up with relevant stakeholders for resolution.
• Accurately capture and maintain detailed location hierarchies for each asset, including:
  • Campus or site
  • Building
  • Floor (where applicable)
  • Room or specific area
• Escalate unresolved asset issues, control breaches, or recurring noncompliance to the Fixed Asset Supervisor.

Stakeholder liaison:

• Work closely with the Procurement Department to ensure that all capital asset acquisitions are timeously communicated for asset take on, tagging, and register updates
• Liaise with Information Technology (IT) teams regarding IT related assets, including Computers, laptops, servers, network equipment, and audiovisual equipment, Confirmation of deployment, user assignment, and technical custody, Identification of obsolete, replaced, or decommissioned IT assets, Support during IT asset verifications and disposals
• Engage with Facilities and Maintenance Teams to verify the location and condition of furniture, equipment, and infrastructure related assets, identify damaged, relocated, or unused assets, support asset repairs, refurbishments, impairments, or retirement decisions, ensure assets installed or modified by facilities are correctly recorded.

Assist with internal and external audits:

• Participate in audit walkthroughs by demonstrating fixed asset processes, controls, and verification procedures.
• Assist auditors during physical asset inspections, including locating assets, confirming asset tag numbers, and explaining asset usage, condition, and location details.
• Maintain accurate, orderly, well-documented audit files to ensure efficient audit execution and reduced audit risk.

Support month-end and year-end reporting processes:

• Identify and escalate cut-off issues, unusual movements, or potential misstatements impacting asset reporting.
• Support the monthly and annual financial close activities by contributing to the accuracy and completeness of the fixed asset register prior to reporting deadlines.

Education:

• Higher certificate with accounting or mathematics

Experience:

• 1+ Years of experience in Fixed asset verification
• 1+ Years of experience in Fixed asset accounting (ideal)