Admin Executive

Mega City Builder Sdn Bhd; West Coast Division; On-site; MYR 100,000 - 150,000; Full time

Job summary

A construction company in Malaysia seeks a qualified individual to manage contractor registration and licensing, ensure compliance with local regulations, and assist in the tender process. The ideal candidate will oversee administrative functions, maintain proper records, and prepare necessary documentation for tenders and regulatory approvals. Strong organizational skills and experience in document management are essential for this role, which offers an opportunity to contribute to a dynamic team in the construction industry.

Qualifications

• Experience with contractor registration and licensing processes.
• Familiarity with local authority regulations and requirements.
• Ability to prepare and submit tender documents efficiently.

Responsibilities

• Manage company’s contractor registration and licensing.
• Handle applications and renewals of permits from local councils.
• Assist in identifying relevant government project tenders.
• Prepare company documentation for banks and authorities.
• Oversee general administrative functions.

Skills

Document management

Regulatory compliance

Communication skills

Tender preparation

Coordination

Job description

Manage the company’s contractor registration and licensing with CIDB, SPKK, PKK, and other relevant government bodies.

Monitor expiry dates and ensure timely renewal of all licenses and certifications.

Prepare, compile, and submit documents required for registration, upgrades, and renewals.

Maintain proper records and ensure compliance with licensing terms and conditions.

Local Authority Licensing & Regulatory Compliance

Handle applications and renewals of licenses, permits, and approvals from local councils and statutory bodies (e.g., DBKK, PBTP, Majlis Daerah).

Liaise with local authorities to ensure all projects meet regulatory requirements.

Track application progress and follow up to expedite approval processes.

Maintain a filing system for all licenses, approvals, and official correspondences.

Government Tender Process Support

Assist in identifying and monitoring relevant government project tenders.

Coordinate the preparation and submission of tender documents, ensuring compliance with requirements and deadlines.

Gather and organize supporting documents such as company profiles, licenses, certificates, past project records, and financial documents.

Work closely with project, contract, and finance teams to compile technical and commercial sections.

Ensure the timely delivery and accurate submission of tender documents to the relevant agencies or tender portals.

Keep records of submitted tenders and results for future reference.

Company Profile & Corporate Documents

Prepare and regularly update the company’s profile, brochures, project sheets, and credential documents for tendering and marketing purposes.

Maintain accurate and updated records of company achievements, certificates, licenses, and projects.

Provide company documentation for banks, consultants, clients, or authorities as required.

Office Administration

Oversee general administrative functions such as document control, filing, correspondence, and record keeping.

Manage office supplies and support procurement of administrative items.

Handle incoming and outgoing communications, including official letters, emails, and courier arrangements.

Support department heads and project teams in administrative tasks and documentation.

Coordination & Reporting

Coordinate with internal departments for documentation required for licensing, compliance, and tenders.

Prepare periodic reports on license renewals, tender status, and administrative tasks for management.

Maintain a proper tracking system (manual or digital) for important dates and document expiry.

Other Responsibilities

Assist in arranging meetings, briefings, or site visits involving local authorities or government agencies.