Junior Project Claims & Documentation Executive

Sena Traffic Systems Sdn Bhd; Selangor; On-site; MYR 36,000 - 48,000; Full time

Job summary

A leading infrastructure company in Selangor is seeking a Junior Project Claims & Documentation Executive to ensure accurate verification of payment claims and supporting documents related to fiber optic, Intelligent Traffic System, and CCTV projects. The ideal candidate will possess a relevant degree and have 1-2 years of experience in claims verification or contract administration. Strong attention to detail and proficiency in Microsoft Office are required. This role offers an opportunity to work closely with project teams and assist in maintaining compliance and financial integrity.

Qualifications

• Minimum 1-2 years of experience in contract administration or claims verification.
• Strong knowledge of construction contracts and progress billing.
• Familiarity with telecom or infrastructure projects is preferred.

Responsibilities

• Review and verify all payment claims and supporting documents.
• Ensure claims align with approved work orders and milestones.
• Coordinate with the Finance Department for payment processing.

Skills

Attention to detail

Analytical skills

Communication

Proficient in Microsoft Office

Education

Bachelor’s Degree or Diploma in Quantity Surveying, Construction Management, Civil Engineering

Tools

Microsoft Excel

Project Management software

Job description

Junior Project Claims & Documentation Executive

To ensure all payment claims and supporting documentation submitted by subcontractors and main contractors for fiber optic, Intelligent Traffic System (ITS), and CCTV projects are accurately verified and fully compliant with contractual, financial, and technical requirements prior to COO approval and Finance Department processing.

Key Responsibilities

• Receive, review, and verify all payment claims, progress billings, and supporting documents submitted by subcontractors and main contractors.
• Ensure claims are aligned with approved work orders, contract terms, BOQ, and actual project progress.
• Validate compliance with project specifications, contractual milestones, and site progress reports.
• Identify and highlight discrepancies, over‑claims, omissions, or non‑compliance issues for rectification prior to COO approval.

Documentation & Compliance

• Verify and validate all supporting documents, including delivery orders, site work completion reports, variation orders (VO), and progress certificates.
• Maintain a systematic and auditable filing system for all claims and verification records.
• Ensure all claims are properly endorsed and certified by Project Managers / Engineers before submission to the COO.
• Confirm that all required insurance policies, permits, and regulatory compliance documents are valid and in place.

Financial Verification & Coordination

• Cross‑check claims against approved project budgets, BOQ, contract values, and approved variations.
• Coordinate closely with the Finance Department to facilitate accurate and timely payment processing following COO approval.

Liaison & Reporting

• Work closely with Project Managers, Site Supervisors, and Engineers to verify actual work progress against submitted claims.
• Escalate disputed claims, irregularities, or high‑risk issues to the COO for review and resolution.
• Prepare and submit regular claims verification and status reports to the COO.

Qualifications & Requirements

• Bachelor’s Degree or Diploma in Quantity Surveying, Construction Management, Civil Engineering, or a related discipline.
• Minimum 1‑2 years of experience in contract administration, claims verification, or a Project QS role, preferably within telecommunications, ICT, or infrastructure projects.
• Strong knowledge of construction contracts, BOQ, progress billing, and variation order management.
• Familiarity with fiber optic, ITS, or CCTV infrastructure projects is an added advantage.
• High attention to detail, strong analytical skills, and a high level of integrity in financial verification.
• Proficient in Microsoft Office (Excel, Word, PowerPoint); experience with project management or ERP systems is an advantage.

Key Competencies

• Technical & Commercial Acumen – Strong understanding of contracts, QS practices, and project progress measurement.
• Analytical & Detail‑Oriented – Ability to detect discrepancies, errors, and over‑claims.
• Communication & Coordination – Effective liaison with Project Teams, COO, and Finance.
• Integrity & Accountability – Commitment to fairness, transparency, and compliance.
• Problem‑Solving – Ability to manage and resolve claims disputes using factual data and documentation.