Contract Executive

Pembinaan Teguh Maju; Selangor; On-site; MYR 80,000 - 110,000; Full time

Job summary

A leading construction firm in Malaysia seeks a skilled Contract Executive to oversee contracts throughout their lifecycle. The role involves managing pre-contract and post-contract responsibilities, ensuring compliance, and protecting the company’s interests. Ideal candidates will have a degree in Quantity Surveying or a related field and 3-5+ years of relevant experience. Strong negotiation and analytical skills are essential. This position offers a dynamic work environment and competitive remuneration.

Benefits

Competitive remuneration

Dynamic work environment

Qualifications

• Bachelor’s degree in related field required.
• 3-5+ years experience in contract administration preferred.
• Hands-on experience with both pre-contract and post-contract stages.

Responsibilities

• Manage and administer contracts throughout project lifecycle.
• Prepare and analyze tender documents for accuracy.
• Oversee contract terms and conditions during project execution.
• Monitor project costs and provide reporting.

Skills

Commercial Acumen

Negotiation Skills

Legal & Regulatory Awareness

Analytical Skills

Communication

Leadership

Attention to Detail

Education

Bachelor’s degree in Quantity Surveying, Construction Management, Civil Engineering, or related field

3-5+ years of relevant experience in contract administration or quantity surveying

Tools

MS Office

QS software

Job description

Overview

Overall function of a Contract Executive in the construction industry revolves around managing and administering contracts throughout the project lifecycle from tendering and negotiation to project completion and final account settlement. The goal is to ensure all contractual, financial, and legal obligations are met while protecting the company’s commercial interests.

Pre-Contract Stage Responsibilities

• Tender Documentation & Analysis: Prepare, review, and analyse tender documents, bills of quantities, and cost estimates to ensure accuracy and compliance with project requirements.

• Tender Submissions & Pricing: Support in tender submissions, pricing strategies, and the preparation of contract terms and conditions.

• Risk Assessment: Identify, assess, and evaluate commercial and contractual risks prior to contract award to mitigate potential issues.

• Negotiation Support: Assist in negotiating agreements with clients, consultants, and subcontractors, ensuring favourable terms and alignment with project objectives.

Post-Contract Stage Responsibilities

• Contract Administration: Oversee the implementation of agreed contract terms and conditions, ensuring all parties fulfil their obligations.

• Change Management & Claims: Manage variations, change orders, and claims in line with contractual provisions.

• Cost Control & Reporting: Monitor project costs, track financial performance, and provide regular reports to stakeholders.

• Risk Mitigation & Compliance: Identify ongoing commercial and contractual risks, propose mitigation measures, and ensure compliance with contract requirements.

Contract Administration

• Administer and monitor contract terms and obligations during project execution.

• Handle variations, change orders, and contractual correspondence.

• Prepare and issue extension of time (EOT) notices, claims, and other contractual submissions.

• Ensure all contractual documents and records are properly maintained and updated.

Cost and Financial Control

• Prepare and submit progress claims and payment applications to clients.

• Evaluate and certify subcontractor and supplier payments.

• Monitor project costs, budgets, and cash flow to ensure profitability.

• Assist in preparing final accounts and project financial closeout.

Risk and Claims Management

• Identify potential contractual risks or disputes and propose mitigation measures.

• Prepare claims for variations, delays, and loss & expense.

• Support in dispute resolution through negotiation, mediation, or arbitration if required.

Coordination and Communication

• Liaise with project managers, consultants, clients, and site teams on contractual and commercial issues.

• Participate in project meetings to discuss progress, claims, and financial updates.

• Ensure effective communication and documentation flow between all parties.

Tendering

• Participate in the preparation of tender submissions, including commercial and technical inputs.

• Analyse tender documents, identify potential risks, and recommend commercial strategies.

• Source, evaluate, and negotiate with subcontractors and suppliers for best pricing and terms.

• Prepare tender evaluations, comparison reports, and recommendations for award.

• Support the project team in preparing budgets, cash flows, and procurement schedules.

Cost and Financial Management

• Prepare cost estimates, project budgets, and forecasts.

• Monitor project expenditures, cash flow, and financial performance against the budget.

• Evaluate and certify subcontractor’s progress claims and final accounts.

• Analyse cost variances and identify opportunities for cost optimisation or value engineering.

• Support management in financial reporting, profitability analysis, and cost recovery.

Claims and Variations Management

• Identify potential claims or variation events and ensure timely notice to clients or subcontractors.

• Prepare and submit variation proposals, supporting documents, and cost/time justifications.

• Handle negotiation and settlement of claims, variations, and final accounts.

• Provide contract advice and support to project managers on claim‑related issues.

Risk and Compliance Management

• Identify and assess contractual, commercial, and financial risks at all project stages.

• Implement risk mitigation measures and maintain compliance with internal policies and legal requirements.

• Ensure adherence to statutory requirements, safety regulations, and company standards.

• Support dispute resolution processes such as mediation, arbitration, or litigation when required.

Stakeholder Coordination

• Liaise with clients, consultants, subcontractors, and suppliers to resolve commercial and contractual matters.

• Support site and project teams with contract interpretations and commercial advice.

• Collaborate with the finance, legal, and project control departments to align objectives.

Reporting and Documentation

• Maintain up-to-date records of all contractual documents, correspondences, and financial reports.

• Prepare monthly commercial and cost reports for management review.

• Track project performance indicators (budget vs. actual cost, cash flow, claims status).

Key Skills and Competencies

• Commercial Acumen: Strong understanding of cost management, financial analysis, and pricing strategies.

• Negotiation Skills: Ability to negotiate effectively with clients, consultants, and subcontractors.

• Legal & Regulatory Awareness: Understanding of construction law, dispute resolution, and compliance issues.

• Analytical Skills: Capable of interpreting complex data, contract clauses, and cost information.

• Communication: Excellent written and verbal communication skills for correspondence, reports, and meetings.

• Leadership: Ability to mentor junior staff, lead tender teams, and coordinate with multiple stakeholders.

• Attention to Detail: Strong documentation, record‑keeping, and auditing discipline.

Qualifications and Experience

• Education:

  • Bachelor’s degree in Quantity Surveying, Construction Management, Civil Engineering, or related field.

  • Minimum 3‑5+ years of relevant experience in contract administration or quantity surveying within the construction industry.

  • Hands‑on experience in both pre‑contract and post‑contract stages for medium to large‑scale projects.

  • Familiar with standard forms of contract.

  • Strong knowledge of cost control, tendering, claims, and contract law.

  • Excellent negotiation, communication, and analytical abilities.

  • Proficient in MS Office and QS software.

  • Able to lead contract functions independently and work under pressure.