Administrative Assistant - Cost & Contracts

MILA University; Negeri Sembilan; On-site; MYR 30,000 - 40,000; Full time

Job summary

A leading Malaysian university is seeking an organized Admin Assistant to support project operations and administrative functions. The candidate will manage cost tracking, contract management, and documentation, with a focus on strong communication in English and Malay. 3–5 years in administration, preferably in construction, are required. Knowledge of Malaysia’s procurement processes and Mandarin skills are highly preferred. Applications should be sent via email with a cover letter and resume.

Qualifications

• 3–5 years of relevant experience in administration, especially in construction.
• Familiar with Malaysia’s tendering and procurement processes.
• Mandarin/Chinese language ability is highly preferred.

Responsibilities

• Collect and organize project cost data.
• Draft, organize, and file various contract documents.
• Manage digital and physical departmental files.
• Prepare meeting materials, reports, and presentations.

Skills

Organizational skills

Communication skills

Proficiency in English

Proficiency in Malay

Knowledge of contract management

Education

Diploma or Bachelor’s degree in Business or Management

Job description

We are seeking an organized and proactive Admin Assistant to support our project operations and administrative functions. The role involves cost tracking, contract management, documentation, and coordination with internal teams and external suppliers. The ideal candidate has 3–5 years of relevant administrative experience, strong communication and organizational skills, and is proficient in English and Malay language. Mandarin/Chinese language ability is highly preferred to liaise effectively with vendors, management, and stakeholders from China.

Key Responsibilities

• Cost Management & Analysis: Collect and organize project cost data (e.g., material and labor costs).
• Contract Management & Compliance: Draft, organize, and file various contract documents. Track contract signing and stamping for compliance. Monitor contract progress and document changes and payments. Support contract‑related communication and coordination with suppliers/subcontractors.
• Documentation & Records Management: Manage digital and physical departmental files. Maintain supplier databases and contract records.
• Administrative & Coordination Support: Prepare meeting materials, reports, and presentations. Schedule meetings and take minutes. Coordinate with other departments on project issues. Help prepare and update cost budgets and control sheets. Assist with cost accounting, variance analysis, and reporting. Review supplier/subcontractor quotes and variation orders.

Requirements

• Education: Diploma or Bachelor’s degree in Business, Management, or related fields preferred.
• Experience: 3–5 years of relevant experience in administration, construction; prior experience in the education sector is an advantage.
• Knowledge & Skills: Familiar with Malaysia’s tendering and procurement processes, with strong contract and quotation review skills.
• Communication & Languages: Strong communication, coordination, and interpersonal skills. Proficiency in English and Malay Language. Mandarin/Chinese language ability is highly preferred, to effectively liaise with vendors, management, and stakeholders from China.

Application Submission – Administrative Assistant Role at MILA University

Alternatively, you may email your application to: ***************@mila.edu.my

Interested applicants are invited to submit the following documents (all in ONE SINGLE PDF):

• Cover Letter – Tell us how your skills and experience align with the job responsibilities and selection criteria.
• Latest Resume or Curriculum Vitae

All applications will be treated confidential. Only shortlisted candidates will be notified.

Be careful – Don’t provide your bank or credit card details when applying for jobs. Don’t transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad.