Executive, Contracts & Office Admin (Legal)

UEM Sunrise Berhad; Kuala Lumpur; On-site; MYR 70,000 - 90,000; Full time

Job summary

A leading property development company in Kuala Lumpur is seeking an experienced Department Administrator to provide comprehensive administrative and contract management support. The ideal candidate will manage correspondence, maintain filing systems, and assist in legal and compliance matters. Applicants should have over 16 years of experience and relevant qualifications in administrative or legal fields. Join a dynamic environment where precision and integrity are paramount.

Qualifications

• More than 16 years of total working experience.
• 4–6 years of relevant experience in administrative, legal, or contract management functions.

Responsibilities

• Provide day-to-day administrative support to the department.
• Manage correspondence and scheduling for the legal team.
• Maintain departmental filing systems and general email.
• Prepare reports and support contract administration.

Skills

Attention to detail

Coordination

Document management

Stakeholder communication

Education

Post Graduate Certificate / Diploma / Executive Diploma in Management (Administration & Operations)

Bachelor’s Degree in Business Administration / Operations Management

Job description

About the Role

This role is responsible for providing comprehensive administrative, documentation, and contract management support to the Legal and Tender Secretary Department. The position ensures efficient coordination of departmental operations, accurate record-keeping, and timely monitoring of legal, compliance, and contractual obligations.

The responsibilities include managing correspondence, meetings, reporting, filing systems, invoices, and contract registers, while acting as the central point of contact for internal and external stakeholders to support smooth departmental and contract administration.

Job Accountabilities

Department Administrator

Administrative & Office Support

• Provide day-to-day administrative support to the Legal and Tender Secretary Department and its personnel.
• Manage correspondence, scheduling of meetings, appointments, and travel arrangements for the legal team.
• Prepare agendas, minutes of meetings, presentation materials, and departmental reports.
• Handle departmental filing systems (physical and electronic) and ensure proper document control.
• Maintain the legal shared folder.
• Manage the general department email, [e-mail].

Document & Records Management

• Maintain and update registers (e.g., contracts register, litigation register, licenses, statutory documents).

Finance & Procurement Support

• Process invoices, payments, and expense claims relating to external solicitors, consultants, and legal service providers.
• Assist in monitoring departmental budget, expenditure, and cost allocation.

Compliance & Coordination

• Assist in collating documents for statutory filings, regulatory submissions, and audits.
• Coordinate with internal stakeholders and external parties (law firms, government agencies, regulators).
• Manage litigation calendar and reminders.

Reporting & Departmental Support

• Prepare periodic reports, trackers, and dashboards for management review.
• Support legal team members in litigation, contract, and compliance matters with administrative tasks.
• Act as the central point of contact for general inquiries directed to the Legal & Tender Secretary Department.

Contract Administration

Document & Records Management

• Maintain an organized and up-to-date repository of all executed contracts (both physical and digital).
• Control access to contracts, ensuring confidentiality and proper version control.
• Maintain and update the Contract Management System and Contracts Register with key details (parties, scope, value, start/end dates, obligations).
• Ensure proper safekeeping of agreements, corporate documents, and confidential records.

Tracking & Monitoring

• Issue timely reminders to stakeholders on critical contractual obligations, such as timely renewal and deadlines.
• Track deadlines for contract renewals, regulatory filings, litigation timelines, and compliance obligations.

Compliance & Governance

• Assist in internal and external audits by providing contract-related documentation.
• Support compliance reporting on contractual obligations to management.
• Conduct required searches such as bankruptcy, SSM, winding up, and be able to use the required systems for these purposes.
• Perform stamping of legal documents and manage the exercise with minimal impact.

Contract Execution Process

• Coordinate contract approvals and signatories in line with the company’s Limits of Authority.
• Ensure that contracts are properly stamped, filed, and registered with authorities where required.
• Liaise with counterparties to ensure smooth contract execution and distribution of signed copies.

Stakeholder Support

• Support contract-related queries from management and project teams.
• Facilitate communication between Legal and other business units on ongoing contract matters.
• Liaise with internal stakeholders for contract management.

Reporting & Administration

• Assist with preparing periodic reports for management on contract status, renewals, risks, and obligations.
• Support budgeting and cost tracking related to contractual commitments.

Qualifications & Experience

Education:

• Post Graduate Certificate / Diploma / Executive Diploma in Management (Administration & Operations) or
• Bachelor’s Degree in Business Administration / Operations Management

Experience:

• More than 16 years of total working experience
• 4–6 years of relevant experience in administrative, legal, or contract management functions

Why Join Us?

At UEM Sunrise Berhad, you’ll contribute to meaningful work in a dynamic environment where collaboration, precision, and integrity drive everything we do.

If you have the experience, attention to detail, and passion for excellence and we’d love to hear from you.

📨 Apply now or share this opportunity with someone who fits the profile!