Project Claim Admin

VISTEK SDN. BHD.; Iskandar Puteri; On-site; MYR 39,000 - 56,000; Full time

Job summary

Vistek SDN. BHD. seeks a detail-oriented Project Claim Admin in Iskandar Puteri, Johor Bahru to support Singapore project operations with end-to-end claim documentation and contract compliance.

You will work with project managers, main contractors, finance, and subcontractors to ensure timely submissions, accurate records, and audit-ready documentation for cash flow management.

Qualifications

• Minimum SPM or Diploma in a related field.
• Experience in project claims is a plus.
• Proficient in MS Word, Excel, and basic office applications.
• Strong communication in English; Mandarin is an advantage.

Responsibilities

• Compile and prepare all required claim documents, invoices, and supporting evidence.
• Ensure all claims comply with contract requirements and are submitted within deadlines.
• Liaise with clients, main contractors, and authorities for timely submissions.
• Cross-check claims against contract terms and completed work.
• Review and verify subcontractor claims for accuracy and completeness.
• Maintain organized documentation and records.
• Follow up on missing or incomplete documents.
• Monitor status of submitted claims and payment approvals.
• Coordinate with project managers, finance, and subcontractors on claim queries.
• Prepare reports on claim progress and outcomes.
• Identify gaps and suggest improvements to the claims process.
• Address disputes with proper supporting documentation.

Skills

MS Word

Excel

Communication

English proficiency

Mandarin advantage

Education

SPM or Diploma

Job description

We are seeking a detail-oriented, proactive, and highly organized Project Claim Admin to join our team in Iskandar Puteri, Johor Bahru. In this role, you will serve as a vital operational backbone, providing critical administrative and claims support for our Singapore project operations. You will be responsible for managing end-to-end project claims, from initial documentation compilation and contract compliance verification to tracking payment approvals and resolving client inquiries. Working closely with project managers, main contractors, finance teams, and subcontractors, you will ensure seamless daily cross-border coordination, accurate submissions within tight deadlines, and systematic record-keeping to maintain cash flow efficiency and audit compliance.

Key Responsibilities

Compile and prepare all required claim documents, invoices, and supporting evidence.

Ensure all claims comply with contract requirements and are submitted within the stipulated deadlines.

Liaise with clients, main contractors, and relevant authorities to ensure timely and accurate submissions.

Cross-check claims against contract terms and completed work.

Review and verify subcontractor claims to ensure accuracy and completeness.

Ensure all documentation is properly organized and maintained.

Proactively follow up on any missing or incomplete documents.

3. Follow-up & Payment Tracking

Monitor the status of submitted claims, Site Evaluation Sheets (SES), and payment approvals.

Coordinate with project managers, finance teams, and subcontractors to address any claim-related queries.

Maintain a tracking system for outstanding payments and expected collections.

4. Coordination Across Teams

Work closely with project managers to ensure claims align with project progress.

Support finance and accounts teams in payment processing and reconciliation.

Provide regular updates and reports to internal stakeholders.

5. Compliance & Reporting

Ensure all claim submissions comply with contractual requirements and company policies.

Prepare reports on claim progress, approvals, rejections, and pending matters.

Identify process gaps and recommend improvements to streamline the claims process.

Address disputes or inquiries from clients with proper supporting documentation.

Revise and resubmit claims when required based on feedback.

Maintain accurate records of disputes, resolutions, and adjustments for audit purposes.

Requirements

Minimum SPM or Diploma in a related field.

Experience in telecommunication projects will be an added advantage.

Proficient in Microsoft Word, Excel, and other basic office applications.

Strong communication skills in English (Mandarin is an advantage).

Able to work under pressure and meet tight deadlines.

A team player who’s also confident working independently.

A Singapore-based company established in Year 2003. With the expertise, experience and manpower to handle the entire network cabling process for over 17 years, Vistek Pte Ltd has been a preferred partner of telecommunication operators, power utilities service provider and commercial building owners in Singapore requiring one-stop fibre optic network cabling infrastructure solutions as well as other utility infrastructure systems i.e power cabling & civil pipeline installation.

A Singapore-based company established in Year 2003. With the expertise, experience and manpower to handle the entire network cabling process for over 17 years, Vistek Pte Ltd has been a preferred partner of telecommunication operators, power utilities service provider and commercial building owners in Singapore requiring one-stop fibre optic network cabling infrastructure solutions as well as other utility infrastructure systems i.e power cabling & civil pipeline installation.