Subcontracts Execution

MISC Group; Kuala Lumpur; On-site; MYR 47,000 - 71,000; Full time

Job summary

MISC Group in Kuala Lumpur is seeking a contract administration professional to maintain contract files, logs and audit-ready documentation for the Subcontracts Department.

You will assist with document issuance and receipt, organize meetings, and track deadlines to ensure governance timelines are met; maintain trackers for bank guarantees, warranties and milestones, and support closeout activities and process improvements.

Qualifications

• Minimum 5 years in administrative or procurement support roles preferred.
• Experience in office administration or procurement support and understands the importance of document control in commercial environments.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• High attention to detail and commitment to compliance and documentation accuracy.
• Ability to work under pressure and manage multiple priorities.
• Diploma in Business, Procurement, Records Management or equivalent preferred.

Responsibilities

• Maintain departmental logs and contract files for audit readiness.
• Assist with document issuance, receipt and meeting logistics.
• Maintain bank guarantees, warranties and milestones trackers; coordinate courier and stamping needs.
• Assist in compilation of closeout and final account documentation.
• Suggest administrative efficiencies and standardise document templates and filing conventions.

Skills

Microsoft Office

Education

Diploma in Business, Procurement, Records Management or equivalent

Tools

Contract management systems

Job description

• Supports the Subcontracts Department by maintaining departmental logs, preparing and filing contract documentation and ensuring that daily administrative tasks are completed to enable uninterrupted commercial activities.
• Supports tender and contract processes by assisting with document issuance and receipt, arranging meeting logistics, producing standard forms and tracking deadlines to ensure procurement governance timelines are met.
• Supports post-award administration by maintaining registers for bank guarantees, warranties and milestones, coordinating courier and document stamping requirements and assisting with the compilation of closeout and final account documentation.

PRINCIPAL ACCOUNTABILITIES

• Accountable for maintaining accurate contract files, registers and department logs to ensure all contractual documents and correspondences are traceable and audit ready.
• Organises meetings, prepares agendas and minutes, manages travel and vendor communications as directed and provides logistical support for evaluation panels and kick-off meetings.
• Processes standard administrative transactions such as document circulation, photocopying, scanning, uploading to contract management systems and ensuring controlled distribution of contractual documents.
• Maintains and updates bank guarantee and warranty trackers, follows up on expiry and renewal notices and assists in the preparation of final closeout packages.
• Supports continuous improvement by suggesting administrative efficiencies and standardising document templates and filing conventions.

REQUIREMENT & QUALIFICATION

• Minimum 5 years in administrative or procurement support roles preferred.
• Experience in office administration or procurement support and understands the importance of document control in commercial environments.
• Proficient in Microsoft Office (Excel, Word, PowerPoint).
• High attention to detail and commitment to compliance and documentation accuracy.
• Ability to work under pressure and manage multiple priorities
• Diploma in Business, Procurement, Records Management or equivalent preferred.

PLEASE NOT THAT THIS IS A 2 YEAR CONTRACT ROLE