Asset Controller

SUMMARY:
To administer and control the lifecycle of 4Racing''s fixed and operational assets, ensuring that assets are accurately recorded, appropriately allocated, physically verified, safeguarded, transferred and maintained within the asset control framework and disposed of in accordance with approved policies and financial control requirements.

POSITION INFO:

KEY RESPONSIBILITIES:

Fixed Asset Register Management and Data Integrity

• Maintains a complete, accurate and current fixed asset register for 4Racing, as per the approved and existing program
• Creates and maintains asset records for newly acquired qualifying assets
• Captures asset descriptions, categories, identification numbers, acquisition dates, values, locations, custodians, cost centres and other relevant information
• Ensures that assets are correctly classified and allocated
• Maintains supporting documentation for asset acquisitions
• Coordinates the assignment and recording of asset identification numbers
• Administers asset tagging and replacement of damaged, illegible / missing tags
• Maintains records of asset upgrades, replacements and significant modifications
• Processes approved asset transfers between departments, sites and cost centres

Asset Lifecycle, Movement and Disposal Control

• Administers asset movements, transfers, replacements and disposals throughout the as Ensures that approved asset movement documentation is completed and retained
• set lifecycle
• Maintains records of asset custodians and locations
• Coordinates the administrative process for asset relocations between sites
• Processes approved asset disposals, write-offs and retirements
• Verifies that required authorisations are obtained before disposal / write-off
• Maintains complete disposal documentation and audit trails
• Updates the asset register following disposal / retirement

Asset Verification, Accountability and Physical Control

•  Develops and coordinates the annual physical asset verification programme
• Coordinates verification activities across racecourses, retail branches, agencies, head office and other operational sites
• Conducts periodic sample-based verification checks
• Verifies assets’ existence, identification, location, condition and assigned custodian
• Investigates discrepancies between physical assets and register records
• Investigates missing, damaged, untagged / incorrectly allocated assets
• Maintains formal records of verification results
• Tracks outstanding discrepancies through to resolution
• Escalates suspected losses, negligence, control failures / potential fraud through the appropriate channels

Asset Compliance, Risk, Insurance and Loss Control

• Maintains asset information required for insurance schedules
• Provides accurate information relating to asset acquisitions, transfers, losses and disposals
• Supports the administration of asset-related insurance claims
• Ensures that lost, stolen / damaged assets are reported through the prescribed process
• Coordinates supporting documentation for investigations and insurance claims
• Monitors compliance with asset management policies and procedures
• Identifies weaknesses in asset-control processes
• Maintains records of asset incidents and losses
• Adheres to yard and racecourse safety protocols
• Maintains sanitation and disinfection procedures for vehicles

Reporting, Reconciliation, Audit Support and Continuous Improvement

• Prepares accurate monthly asset management reports
• Produces reports on asset movements, acquisitions, disposals, losses and verification results
• Reconciles operational asset records with Finance records and supporting documentation
• Investigates reconciliation differences and coordinates resolutions
• Pro Prepares audit schedules and supporting documentation
• Responds to internal and external audit information requests within agreed timelines
• Maintains appropriate documentation and audit trails
• Analyses asset trends and identifies recurring control weaknesses
• Recommends improvements to asset administration processes
• Supports the implementation and enhancement of asset management systems
• Identifies opportunities to improve automation, reporting and data integrity
• Participates in reviews of asset policies and procedures