Executive, Contract Management

Safeguards Secure Solution Sdn Bhd; Petaling Jaya; On-site; MYR 60,000 - 90,000; Full time

Job summary

Safeguards Corporation Sdn Bhd is seeking an experienced Contracts Administrator to manage new and existing contracts, coordinate with cross-functional teams, and oversee stamping, approvals, and documentation processes. You will prepare customer-related documents, update systems, and ensure compliance across all contract life cycles.

The role requires strong organizational skills, attention to detail, and the ability to handle multiple tasks while meeting deadlines.

Qualifications

• Bachelor’s degree in Business Administration, Management, or related field.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Good organizational and documentation skills.
• Strong attention to detail and accuracy.
• Able to handle multiple tasks and meet deadlines.
• Good communication and coordination skills.
• Ability to work independently and as part of a team.
• Prior experience in contract management or administration is an added advantage.

Responsibilities

• Manage new and existing contracts, including creation of customer codes and contract numbers.
• Key in contract and client details into internal systems (e.g. Skywalker, SERP, BC).
• Prepare relevant documents such as WCN (new customer) and WAA (existing customer).
• Coordinate with Billing Team, Operations Team, and related branches.
• Handle updates related to revised rates or working schedules.
• Ensure amendments are updated accurately in all systems.
• Prepare and circulate updated documentation to relevant stakeholders.
• Process termination requests for contracts or specific service locations.
• Update system records accordingly.
• Prepare WTN/WAA documentation and communicate with internal teams.
• Create service orders (SO) and temporary contracts in systems.
• Liaise with relevant teams for execution and billing.
• Print and manage agreements for internal and client signatures.
• Submit documents for stamping with LHDN.
• Maintain proper filing (digital and physical) of all agreements.
• Assist in reviewing contract clauses when required.
• Submit agreements via LHDN portal.
• Monitor approval/rejection status and make necessary amendments.
• Handle payment processing and ensure certificate issuance.
• Distribute stamped agreements to clients.
• Respond to issues raised by branches via communication channels.
• Liaise with internal departments to resolve operational matters.
• Prepare, compile, and manage WCN/WAA/WTN forms.
• Ensure proper documentation, approvals, and record-keeping.
• Assist HR/IR team as a minute taker when required.
• Perform any other duties assigned by the Contract Manager.

Skills

Communication

Organization

Attention to detail

Multi-tasking

Independence

Teamwork

Contract management

Education

Bachelor's Degree in Business Administration / Management or related field

Tools

Microsoft Office

Job description

Manage new and existing contracts, including creation of customer codes and contract numbers.

Key in contract and client details into internal systems (e.g. Skywalker, SERP, BC).

Prepare relevant documents such as WCN (new customer) and WAA (existing customer).

Coordinate with Billing Team, Operations Team, and related branches.

Contract Amendments

• Handle updates related to revised rates or working schedules.
• Ensure amendments are updated accurately in all systems.
• Prepare and circulate updated documentation to relevant stakeholders.

Contract Termination

• Process termination requests for contracts or specific service locations.
• Update system records accordingly.
• Prepare WTN/WAA documentation and communicate with internal teams.

Temporary Services / Quotations

• Create service orders (SO) and temporary contracts in systems.
• Liaise with relevant teams for execution and billing.

Contract & Agreement Management

• Print and manage agreements for internal and client signatures.
• Submit documents for stamping with LHDN.
• Maintain proper filing (digital and physical) of all agreements.
• Assist in reviewing contract clauses when required.

Stamping Process (LHDN)

• Submit agreements via LHDN portal.
• Monitor approval/rejection status and make necessary amendments.
• Handle payment processing and ensure certificate issuance.
• Distribute stamped agreements to clients.

Coordination & Communication

• Respond to issues raised by branches via communication channels.
• Liaise with internal departments to resolve operational matters.

Documentation & Filing

• Prepare, compile, and manage WCN/WAA/WTN forms.
• Ensure proper documentation, approvals, and record-keeping.

Additional Duties

• Assist HR/IR team as a minute taker when required.
• Perform any other duties assigned by the Contract Manager.

Job Requirements / Qualifications

• Minimum Bachelor’s Degree in Business Administration, Management, or any related field.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Good organizational and documentation skills.
• Strong attention to detail and accuracy.
• Able to handle multiple tasks and meet deadlines.
• Good communication and coordination skills.
• Ability to work independently and as part of a team.
• Prior experience in contract management or administration is an added advantage.

Safeguards Corporation Sdn Bhd, is an investment holding company and operates in various industries such as security solutions, education, logistics, FMCG, records archiving, oil & gas, information technology and fleet maintenance In Malaysia and overseas.

Recognising that market leadership is not a legacy but a state of development in continuous, Safeguards strikes to reinvent itself as a strategic goal in constantly setting higher benchmark for itself and the industry.

Safeguards is a privately held company and employs over 4,000 personnel in 7 countries across Asia.

A Parent Company for:

• Safeguards G4S Sdn Bhd
• Safeguards Oceanic Holdings Sdn Bhd and subsidiaries
• Safeguards Records Management Sdn Bhd
• Saito College Sdn Bhd
• Safworks Sdn Bhd
• MPA International (Cambodia)
• SG Safeguards Service Co. Ltd (Vietnam)
• Lanka Safeguard Pvt Ltd (Sri Lanka)

An associate Company with:

• REX Industry Berhad and subsidiaries
• MPA Info Solutions Sdn Bhd (Group HR Shared Services)