Project Administration Executive

VCS Interior; Selangor; On-site; MYR 56,000 - 100,000; Full time

Job summary

VCS Interior seeks a Contracts Administrator to support project contracts from design & build to fit-out. You will manage documentation, track deadlines, and coordinate with project teams to ensure compliant, timely execution.

The role emphasizes detailed record-keeping, quotations support, and cross-functional collaboration within a dynamic design and construction environment in Malaysia.

Qualifications

• Bachelor’s Degree in Business Admin, Law, Construction Management, Quantity Surveying, or related field.
• 1–5 years of contracts administration experience in design & build or interior fit-out.
• Fresh graduates are encouraged to apply; exposure to Malaysian contracts is a plus.
• Knowledge of FIDIC, PAM, JKR, CIDB standards is an added advantage.

Responsibilities

• Assist in the preparation, administration and management of project-related contracts, agreements, quotations and supporting documents.
• Maintain proper records and documentation for contracts, variations, claims, purchase orders and project correspondence.
• Monitor and track important contractual and project-related deadlines.
• Organise and maintain project files, documents, drawings, correspondence and records.
• Ensure project documentation is properly updated, filed and easily accessible.
• Assist in preparing project reports, meeting minutes and other management documentation.
• Assist in the preparation and administration of quotations and variation orders.
• Coordinate with Project Managers, designers, suppliers and subcontractors to obtain relevant supporting information.
• Maintain records of project variations, approvals and related documentation.
• Work closely with Project Managers, Site Supervisors, Designers, Procurement and Finance teams.
• Follow up on outstanding documents, approvals and information required for project execution.
• Support effective communication and coordination between internal teams and external parties.
• Ensure documentation and administrative processes comply with company procedures and project requirements.
• Identify gaps or inefficiencies in project administration processes and recommend improvements.
• Assist in maintaining standard templates, registers and project administration systems.

Skills

Contract law

Attention to detail

Analytical skills

Negotiation

Communication (English & BM)

Multitasking

Professionalism

Education

Bachelor’s Degree in Business Admin, Law, Construction Management, Quantity Surveying, or related field

Tools

Microsoft Office

Contract management software

Project documentation tools

Job description

Established in 2006, VCS Group (https://vcsinterior.com) has grown into a leading multi-disciplinary interior design and build company with many years of experience. We specialize in design & build, home furnishing, renovation, and maintenance services, offering comprehensive solutions tailored to diverse client needs.

Our success is driven byinnovation, craftsmanship, and strategic resource integration, allowing us to deliver high-quality, efficient, and aesthetically pleasing spaces. From residential to commercial and hospitality projects, we transform visions into reality with precision and creativity.

With a strong track record and commitment to excellence, VCSi Group continues to shape the future of interior design and construction, creating inspiring environments that exceed expectations.

WHY JOIN US?

Gain exposure to the full lifecycle of design and build projects.

Develop knowledge in project coordination, contract administration and commercial processes.

Work closely with experienced Project Managers and industry professionals.

Opportunity to build a long-term career within the design and construction industry.

Dynamic and hands-on working environment.

COMPANY OVERVIEW

Established in 2006, VCS Group (https://vcsinterior.com) has grown into a leading multi-disciplinary interior design and build company with many years of experience. We specialize in design & build, home furnishing, renovation, and maintenance services, offering comprehensive solutions tailored to diverse client needs.

Our success is driven byinnovation, craftsmanship, and strategic resource integration, allowing us to deliver high-quality, efficient, and aesthetically pleasing spaces. From residential to commercial and hospitality projects, we transform visions into reality with precision and creativity.

With a strong track record and commitment to excellence, VCSi Group continues to shape the future of interior design and construction, creating inspiring environments that exceed expectations.

WHY JOIN US?

• Gain exposure to the full lifecycle of design and build projects.
• Develop knowledge in project coordination, contract administration and commercial processes.
• Work closely with experienced Project Managers and industry professionals.
• Opportunity to build a long-term career within the design and construction industry.
• Dynamic and hands-on working environment.

Key Responsibilities
Project & Contract Administration

• Assist in the preparation, administration and management of project-related contracts, agreements, quotations and supporting documents.
• Maintain proper records and documentation for contracts, variations, claims, purchase orders and project correspondence.
• Monitor and track important contractual and project-related deadlines.

Project Documentation & Coordination

• Organise and maintain project files, documents, drawings, correspondence and records.
• Ensure project documentation is properly updated, filed and easily accessible.
• Assist in preparing project reports, meeting minutes and other management documentation.

Quotation, Variation & Commercial Support

• Assist in the preparation and administration of quotations and variation orders.
• Coordinate with Project Managers, designers, suppliers and subcontractors to obtain relevant supporting information.
• Maintain records of project variations, approvals and related documentation.

Cross-Functional Coordination

• Work closely with Project Managers, Site Supervisors, Designers, Procurement and Finance teams.
• Follow up on outstanding documents, approvals and information required for project execution.
• Support effective communication and coordination between internal teams and external parties.

Compliance & Process Improvement

• Ensure documentation and administrative processes comply with company procedures and project requirements.
• Identify gaps or inefficiencies in project administration processes and recommend improvements.
• Assist in maintaining standard templates, registers and project administration systems.

QUALIFICATIONS

• Education & Experience
  • Bachelor’s Degree in Business Admin, Law, Construction Management, Quantity Surveying, or any other related field.
  • Minimum 1–5 years experience in contracts administration within design & build, construction, or interior fit-out projects.
  • Fresh graduates are encouraged to apply
  • Exposure to Malaysian construction contracts (FIDIC, PAM, JKR, CIDB standards) is an added advantage.
• Technical & Professional Skills
  • Good knowledge of contract law, tender procedures, and construction agreements.
  • Proficient in Microsoft Office, contract management software, and project documentation tools.
  • Ability to interpret legal language and translate it into practical project actions.
• Soft Skills
  • Excellent attention to detail and organizational skills.
  • Strong analytical, negotiation, and problem-solving abilities.
  • Effective communication skills in English and Bahasa Malaysia; Mandarin is an advantage.
• Personal Attributes
  • Highly responsible, ethical, and professional.
  • Able to manage multiple contracts simultaneously and meet deadlines.
  • Proactive in identifying risks and suggesting solutions.

We offer pleasant working environment and a competitive remuneration package, commensurate with qualifications and experience.