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Junior Contract Executive

2 weeks ago

Pasir Gudang, Malaysia Esstar Vision Sdn Bhd Full time

1. Client Claims Management:

- Process and manage all claims to clients, ensuring compliance with contractual terms and accurate documentation.
- Prepare and submit claims, ensuring all required supporting documents are included (e.g., progress reports, supporting documents, etc.).
- Assess the validity of claims and work with the project team to negotiate settlements or adjustments.
- Coordinate with the legal team when disputes arise and ensure timely resolutions.

2. Subcontractor Claims & Payments:

- Oversee and manage subcontractor claims, ensuring they align with contractual agreements and project milestones.
- Verify the accuracy of claims and liaise with the procurement and finance teams to ensure appropriate payments are processed.
- Manage subcontractor payment claims, retention releases, and final payments upon project completion.

3. Supplier Claims Management:

- Process supplier claims related to goods and services provided, ensuring all claims meet the terms of supply agreements.
- Review and verify the accuracy of claims before submitting to the procurement department for resolution.
- Work closely with the procurement team to address issues and prevent future discrepancies.

4. Variation Orders (VOs):

- Review and evaluate requests for Variation Orders (VOs), ensuring they are substantiated, documented, and agreed upon.
- Assess the impact of variations on project timelines, budgets, and resources.
- Coordinate the approval process for variation orders and ensure they are properly executed, including necessary adjustments to project budgets and timelines.

5. Retention Management:

- Monitor and track retention amounts for subcontractors and suppliers in line with contract terms.
- Ensure timely release of retention based on contractual milestones and project completion.
- Maintain accurate records of retention amounts withheld and released, ensuring compliance with agreed terms.

6. Contract Compilation and Review:

- Compile, review, and ensure the accuracy of all contract documents, including purchase orders, agreements, and subcontracts.
- Ensure all contract terms are clearly defined and documented for all parties involved.
- Actively participate in reviewing contracts to mitigate risks and prevent disputes.

7. Down Payment and Bank Guarantee Management:

- Oversee down payment processes, monitor and manage bank guarantees, ensuring they meet contractual obligations and project requirements.
- Ensure timely issuance and release of bank guarantees as part of contract management.

8. Insurance Management:

- Ensure all relevant insurance policies are in place, in accordance with contractual requirements.
- Coordinate with insurance providers to ensure that adequate coverage is maintained throughout the duration of the project.
- Manage and review all insurance-related claims, ensuring timely resolution and alignment with project contracts.

9. Cost Control & Budgeting:

- Provide support in the development and management of project budgets, including ensuring all costs related to contracts, claims, and variations are accounted for.
- Monitor project budgets and ensure contract-related expenses, including claims and retention, do not exceed approved budget limits.
- Ensure cost control processes are adhered to, identifying any financial risks related to contract execution.

10. Intercompany Contract Management:

- Manage and review intercompany contracts, ensuring that terms and conditions are aligned with internal business processes and legal requirements.
- Ensure all intercompany agreements are properly documented and executed.
- Maintain accurate records of intercompany transactions and ensure compliance with company policies.

11. Dispute Resolution & Legal Coordination:

- Act as a point of contact for contract-related disputes and issues, liaising with the legal department as necessary.
- Manage disputes with clients, subcontractors, and suppliers, ensuring quick resolution and minimizing project delays.
- Support legal teams in addressing any formal disputes, ensuring all documentation is properly handled.

12. Reporting & Documentation:

- Maintain up-to-date records of all contract-related documentation, including claims, variations, retention, down payments, bank guarantees, and insurance.
- Provide regular status reports to senior management on contract progress, claims, and financial impacts.
- Ensure all records are compliant with legal and company standards for audit and reporting purposes.

13. Compliance & Risk Management:

- Ensure all contracts and claims processes comply with local, national, and international legal regulations.
- Proactively identify and mitigate potential risks to project timelines, budgets, and contractual obligations.
- Collaborate with legal and finance teams to ensure full compliance and identify any risks early.

14. General Support & Team Collaboration:

- Support the overall project and contract team in ensuring timely completion of all co