Administrative Assistant - Cost & Contracts

MILA University; Negeri Sembilan; On-site; MYR 100,000 - 150,000; Full time

Job summary

A prominent educational institution in Malaysia is seeking an organized and proactive Admin Assistant to support project operations and administrative functions. The role involves managing cost tracking, contract management, and documentation while coordinating with internal teams and external suppliers. Candidates should have 3–5 years of relevant administrative experience, strong communication skills, and proficiency in English and Malay, with preference for Mandarin or Chinese language ability. This position offers a unique opportunity to contribute to the dynamic educational environment.

Qualifications

• 3-5 years of relevant administrative experience.
• Strong knowledge of Malaysia's tendering and procurement processes.
• Preferred Mandarin/Chinese language skills.

Responsibilities

• Support cost management by collecting and organizing project cost data.
• Draft and manage various contract documents and compliance.
• Maintain departmental files and supplier databases.
• Prepare meeting materials, reports, and presentations.

Skills

Organizational skills

Communication skills

Proficiency in English

Proficiency in Malay

Contract review skills

Interpersonal skills

Education

Diploma or Bachelor’s degree in Business

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.

Overview

Responsibilities

1. Cost Management & Analysis

   Collect and organize project cost data (e.g., material and labor costs).

2. 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.

3. Documentation & Records Management

   Manage digital and physical departmental files.

   Maintain supplier databases and contract records.

4. 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

1. Education

   Diploma or Bachelor’s degree in Business, Management, or related fields preferred.

2. Experience

   3–5 years of relevant experience in administration, construction; prior experience in the education sector is an advantage.

3. Knowledge & Skills

   Familiar with Malaysia’s tendering and procurement processes, with strong contract and quotation review skills.

4. 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

Application for 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.

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