Contract Executive

The GMP Group; Puchong; On-site; MYR 56,000 - 100,000; Full time

Job summary

The GMP Group is seeking a contract administrator to support tender documentation, contract administration, and cost control within project-based environments in Malaysia. You will review tender terms, coordinate with internal teams, prepare budgets, track variations, and ensure documentation is complete and auditable, while maintaining compliance with company procedures.

Minimum 2–5 years of experience in contract administration or commercial support is required, with a Diploma/Bachelor’s

Qualifications

• Diploma / Bachelor’s Degree in Quantity Surveying, Construction Management, Business Administration, Law, or related field.
• Minimum 2–5 years of experience in contract administration or commercial support.
• Experience in engineering, construction, IT, or project-based environment is an advantage.
• Good understanding of contract terms, conditions, and commercial principles.
• Strong documentation, organization, and attention to detail.
• Ability to read and interpret contracts and technical documents.
• Good communication and coordination skills.
• Proficient in MS Office (Excel, Word, PowerPoint).
• Experience with contract management systems or ERP systems is an advantage.
• Detail-oriented and well-organized.
• Able to work independently and under tight deadlines.
• Team player with proactive problem-solving skills.

Responsibilities

• Prepare cost estimates, tender documentation, and bills of quantities.
• Take-off quantities from drawings and specifications.
• Evaluate and compare quotations from suppliers and subcontractors.
• Prepare and manage project budgets and cost plans.
• Draft interim valuations, payment applications, and final accounts.
• Maintain variation records and site instructions for cost tracking.
• Attend site visits to verify progress for cost and claims.
• Support procurement of orders and subcontract documents.
• Assist in cost reporting and management of commercial reports.
• Ensure compliance with company procedures and project requirements.
• Manage project documentation and improve retrieval for audits.
• Track outstanding items and deadlines.
• Draft SOPs to streamline workflows.
• Draft client response letters for inquiries.
• Coordinate with site team and client expectations.
• Handle secretarial filings where required.

Skills

Cost estimation

Tender documentation

Contract administration

Documentation

MS Office

Communication

Attention to detail

Education

Diploma / Bachelor’s Degree in Quantity Surveying, Construction Management, Business Administration, Law, or related field

Tools

Contract management systems

ERP systems

MS Office (Excel, Word, PowerPoint)

Job description

To support contract administration, tender documentation, and operational coordination within project-based environments. Key responsibilities include reviewing tender Terms and Conditions, identifying contractual requirements and risks, and coordinating with internal teams to ensure all requirements are addressed prior to submission. This role also supports the preparation and administration of project-related contracts and maintains structured documentation across project activities.

Job Responsibilities

Preparation of cost estimates, tender documentation, and bills of quantities.

Perform quantity take-off and measurement from drawings and specifications.

Support in evaluating and comparing quotations from suppliers and subcontractors.

Prepare and manage project budgets, cost plans, evaluating quotations from suppliers and subcontractors and forecasts.

Preparing interim valuations, payment applications, and final accounts.

Maintain records of variations, site instructions, and correspondences for cost tracking and claim purposes.

Attend site visits to collect data and verify actual progress for cost and claim evaluation.

Assist in procurement processes of purchase orders and subcontract documents.

Support in cost reporting and support of commercial reports to management.

Ensure all work is done in accordance with company procedures and project requirements.

Manage company documentation as contractual documents, keeping records organized, accurate, and easily accessible, improving retrieval efficiency and supporting audits.

Track and follow up on outstanding items and timelines.

Support internal processes, documentation, and compliance requirements.

Draft, develop, and implement Standard Operating Procedures (SOPs) for various processes, streamlining workflows, improving operational efficiency, and promoting consistency across teams.

Process and verify vendor payment claims, reviewing supporting documents, ensuring compliance with contractual terms, resolving discrepancies, and submitting for timely approval to maintain smooth project operations.

Prepare and draft response letters for the client, facilitating clear and professional communication and ensuring prompt resolution of inquiries and issues.

Manage the day-to-day “paper trail”—issuing instructions to subcontractors, monitoring deadlines, and site-related letters to issue out.

Act as the bridge between the technical site team and the client’s expectations.

Handle company secretarial or statutory filings where required.

Requirements

Diploma / Bachelor’s Degree in Quantity Surveying, Construction Management, Business Administration, Law, or related field.

Minimum 2–5 years of experience in contract administration or commercial support.

Experience in engineering, construction, IT, or project-based environment is an advantage.

Good understanding of contract terms, conditions, and commercial principles.

Strong documentation, organization, and attention to detail.

Ability to read and interpret contracts and technical documents.

Good communication and coordination skills.

Proficient in MS Office (Excel, Word, PowerPoint).

Experience with contract management systems or ERP systems is an advantage.

Detail-oriented and well-organized.

Able to work independently and under tight deadlines.

Team player with proactive problem-solving skills.

5 days week job.