Executive, Contract Administration

Ecoworld International; Malaysia; On-site; MYR 60,000 - 90,000; Full time

Job summary

EcoWorld is seeking an Executive, BU Contract Administration to handle day-to-day contract administration for assigned projects. You will prepare tender and contract documents, process claims and variations, and maintain project records and trackers while coordinating submissions with consultants, contractors, and internal stakeholders.

The role emphasizes accuracy, timely documentation, and proactive follow-up.

Qualifications

• Bachelor’s degree in Quantity Surveying, Construction Management or related field.
• 2–4 years of experience in Contract Administration or Quantity Surveying.
• Exposure to property-development or construction tender and contract processes is advantageous.

Responsibilities

• Prepare, compile and issue tender documents and track submissions.
• Process progress-claims, variations and supporting information.
• Maintain tidy contract files, approvals and project records.
• Coordinate with consultants, contractors and internal teams; provide status updates.

Skills

Document Management

Tender-Process Support

Basic Claims and Cost Monitoring

Contract-Record Administration

Regulatory Compliance

Reporting and Coordination

Communication

Education

Bachelor’s degree in Quantity Surveying or Construction Management

Tools

Microsoft Excel

Microsoft Word

SharePoint

NiuAce

e-Contract

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing! The Executive, BU Contract Administration performs day-to-day Contract Administration activities for assigned projects. The role prepares tender and contract documents, processes claims and variations, maintains project records and trackers, and coordinates submissions and clarifications with consultants, contractors and internal stakeholders.

Key Outcomes

• Produces accurate and timely tender and contract documents.
• Maintains complete and current project contract records.
• Supports timely processing of claims, variations and payment documentation.
• Coordinates project submissions and clarifications effectively.
• Identifies missing information and routine compliance issues.
• Supports smooth project Contract Administration.

Key Responsibilities

Tender and Contract Support

• Prepare, compile and issue tender documents.
• Coordinate tender invitations, clarifications and submission tracking.
• Assist in preparing Letters of Award and contract agreements.
• Maintain records of tender and award activities.

Claims and Variation Support

• Process contractor and consultant progress-claim documentation.
• Assist in preparing variation orders and supporting information.
• Update claim, variation order, payment and final-account trackers.
• Flag missing or inconsistent supporting documents.

Documentation and Compliance

• Maintain organised contract files, correspondence, approvals and project records.
• Prepare contract summaries and routine reports.
• Ensure documentation follows approved formats and procedures.
• Support audit and management-review activities.

Coordination

• Coordinate with consultants, contractors, Project Implementation and internal departments.
• Follow up on submissions, clarifications and outstanding actions.
• Attend site and project meetings where required.
• Provide routine contract-status updates to the Assistant Manager or Manager.

Core Competencies and Technical Expertise

Technical Competencies

• Document Management
• Tender-Process Support
• Basic Claims and Cost Monitoring
• Contract-Record Administration
• Basic Regulatory and Contract Awareness
• Reporting and Coordination

Operational Skills

• Accuracy and attention to detail
• Time management
• Routine problem-solving
• Follow-up discipline
• Clear communication
• Ability to work according to procedures

Mindset and Behaviours

• Responsible and accountable
• Collaborative
• Detail-oriented
• Proactive in follow-up
• Willing to learn
• Reliable
• Adaptable
• Ethical and professional

Tools and Methodologies

• Project contract registers
• Tender, claim and variation order trackers
• Microsoft Excel and Word
• SharePoint, NiuAce, e-Contract or equivalent systems
• Approved templates and checklists

Qualifications and Experience

Educational Background

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

Experience Requirements

• Minimum 2–4 years of experience in Contract Administration or Quantity Surveying.
• Exposure to property-development or construction tender and contract processes is an advantage.

The selection process may take some time as we carefully consider each talent that comes our way. Please note that we will only be in contact with successfully shortlisted candidates for the next phase of the recruitment process within 2-4 weeks.

We truly appreciate your interest and always look forward to meeting great people who’d like to work with us! If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us! Our Growth is Creating Great Opportunities! Our team is expanding, and we want to hire the most talented people we can. Continued success depends on it!

Thanks for your interest in working on our team! Join EcoWorld in Creating Tomorrow & Beyond At EcoWorld, we are more than just a property developer; we are creators of thriving, sustainable communities. With over a decade of experience, our commitment to excellence drives us to build exceptional spaces and contribute to a better, greener future. Experience a vibrant and forward-thinking workplace where efficiency and creativity are celebrated. EcoWorld foster professional growth and offers a challenging yet rewarding environment where you can make a difference. We embrace technology and digital innovation to remain at the forefront of Malaysia’s real estate industry. So, if you’re passionate about sustainability and progress, EcoWorld is the perfect place for you. Join Team EcoWorld and start your journey towards Creating Tomorrow & Beyond.