SPECIAL OFFICER

ITRAMAS Corporation; Selangor; On-site; MYR 80,000 - 120,000; Full time

Job summary

A leading corporation in Malaysia is seeking a Contracts Manager to support the CEO in contract management and administration. The successful candidate will have at least 5–8 years of experience in contract administration and a strong understanding of legal frameworks. Responsibilities include coordinating with legal counsel, supporting negotiations, and ensuring compliance with contractual obligations. Candidates must possess excellent analytical skills, attention to detail, and proficiency in English and Bahasa Malaysia. This role may require flexibility in hours and travel.

Qualifications

• Minimum 5–8 years of relevant working experience in contract administration.
• Proven experience with commercial, employment, and vendor contracts.
• Strong understanding of contract structures and risk exposure.

Responsibilities

• Assist CEO in reviewing and managing contracts.
• Coordinate with legal counsel and internal departments.
• Support CEO during contract negotiations.

Skills

Analytical skills

Attention to detail

Written communication

Verbal communication

Stakeholder management

Time management

Education

Bachelor’s Degree in Law

Professional certification in contract management

Job description

Reporting To: Chief Executive Officer (CEO)

Job Responsibilities

1. Contract Management & Review

• Assist the CEO in reviewing, analysing, and managing all contractual documents, including but not limited to commercial agreements, employment contracts, vendor/supplier agreements, MOUs, and NDAs.
• Identify contractual risks, obligations, and compliance requirements, and highlight key issues for CEO’s consideration.
• Ensure contracts are aligned with company policies, commercial objectives, and regulatory requirements.

2. Coordination with Legal & External Parties

• Liaise with internal legal counsel and/or external solicitors on drafting, vetting, and finalisation of contracts.
• Coordinate with internal departments (HR, Finance, Sales, Operations) to gather inputs and ensure contractual terms reflect operational realities.
• Act as the primary point of contact between the CEO and external stakeholders on contractual matters.

3. Negotiation Support

• Support the CEO during contract negotiations by preparing summaries, comparison analyses, and negotiation points.
• Assist in reviewing proposed amendments, variations, and addendums to existing contracts.
• Track negotiation progress and follow up on outstanding contractual actions.

4. Contract Administration & Governance

• Maintain a centralised contract database, ensuring proper documentation, version control, and safe custody of executed agreements.
• Monitor contract validity periods, renewal dates, termination clauses, and key deliverables.
• Ensure timely execution, renewal, or termination of contracts as directed by the CEO.

5. Compliance & Risk Monitoring

• Monitor compliance with contractual obligations and flag potential breaches or deviations.
• Assist in preparing reports on contractual exposure, risks, and compliance status for management review.
• Support internal audits or management reviews relating to contractual matters.

6. Advisory & Reporting Support

• Prepare concise briefs, summaries, and recommendations on contractual issues for CEO’s decision‑making.
• Draft internal memos, management papers, and correspondence related to contractual matters.
• Provide ad‑hoc support to the CEO on sensitive or high‑value contractual issues.

7. Confidentiality & Professional Conduct

• Handle all contractual and corporate information with strict confidentiality and professionalism.
• Ensure sensitive documents and discussions are safeguarded at all times.

Job Requirements

1. Education & Professional Background

• Bachelor’s Degree in Law, Business Administration, Corporate Governance, Finance, or a related discipline.
• Professional certification in contract management, corporate governance, or legal compliance will be an added advantage.

2. Experience

• Minimum 5–8 years of relevant working experience in contract administration, legal support, corporate affairs, or executive‑level support.
• Proven experience in handling and reviewing commercial, employment, and vendor contracts.
• Prior experience working closely with senior management, CEO, or Board level is highly preferred.

3. Knowledge & Technical Competencies

• Strong understanding of contract structures, key clauses, risk exposure, and commercial terms.
• Working knowledge of relevant laws and regulations affecting contracts and corporate governance.
• Ability to interpret contractual terms and translate them into practical business implications.
• Familiarity with contract lifecycle management and documentation control.

4. Skills & Abilities

• Excellent analytical and attention‑to‑detail skills with the ability to identify risks and inconsistencies.
• Strong written and verbal communication skills, including drafting, summarising, and reporting.
• Effective coordination and stakeholder management skills across departments and external parties.
• Ability to support negotiations through preparation of briefs and comparison analyses.
• High level of organisational and time‑management skills with the ability to manage multiple priorities.

5. Personal Attributes

• High level of integrity, discretion, and professionalism due to exposure to sensitive and confidential matters.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Strong sense of accountability and reliability.
• Calm, composed, and effective under pressure or tight timelines.

6. Language & Communication

• Proficient in English and Bahasa Malaysia (written and spoken).
• Proficiency in Mandarin is an advantage.

7. Additional Requirements

• Willingness to travel, work beyond normal office hours when required to support CEO‑related matters.
• Flexibility to handle ad‑hoc assignments as directed by the CEO.