Contract Administrator

CONTRACT ADMINISTRATOR

Summary

Role Overview

The Contract Administrator will be responsible for supporting the full contract lifecycle — from tender preparation and evaluation through to contract execution, monitoring, and closure. The role includes preparing contractual correspondences, administering variation orders and EOT submissions, evaluating Bills of Quantities (BQ), and providing guidance to project teams on contractual matters. This position requires strong organizational, analytical, and communication skills to safeguard Aramijaya's contractual and commercial interests.

Key Responsibilities

· Prepare tender documents, Bills of Quantities (BQ), and request for quotation.

· Evaluate tenders, quotations, and subcontractor proposals.

· Assist in negotiation and award of contracts to vendors, consultants, and subcontractors.

· Prepare Tender Approval Committee (TAC) papers and contractor correspondence.

· Draft and prepare letters, notices, variation orders (VO), and Extension of Time (EOT) submissions.

· Monitor contract execution, track project costs, progress claims, and certifications.

· Ensure proper documentation of contractual matters.

· Highlight potential cost risks, disputes, or delays early for mitigation.

· Ensure compliance with company SOPs and local regulations.

· Maintain systematic filing of contracts, project records, and correspondences.

· Prepare reports and summaries for the management.

· Provide guidance to project teams on contractual matters.

· Carry out any other duties as instructed by the Management.

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Requirements

1. Degree or Diploma in Quantity Surveying, Contract Management, or related field.

2. 3–5 years' experience in contract administration and QS functions, preferably in plantation, forestry, construction, or infrastructure projects.

3. Strong knowledge of contract terms, tendering, VO/EOT submissions, and cost evaluation.

4. Proficient in Microsoft Office especially Microsoft Excel.

5. Excellent organizational and document management skills.

6. Strong analytical and numerical abilities.

7. Clear communication and stakeholder management skills.

8. Ability to attend site meetings and coordinate with project teams.

9. Able to multitask and perform well under pressure.

Job Description

Tender & Procurement Support

• Prepare tender documents, Bills of Quantities (BQ), and Requests for Quotation (RFQ).
• Evaluate tenders, quotations, and subcontractor proposals.
• Assist in negotiation and award of contracts to vendors, consultants, and subcontractors.
• Prepare Tender Approval Committee (TAC) papers and correspondence letters to contractors.
• Prepare Letters of Award (LOA) for each successful tender and ensure timely issuance.
• Key in awarded contracts as job orders into the Quarto system for proper tracking and execution.

Contract Administration

• Draft and prepare letters, notices, variation orders (VO), and Extension of Time (EOT) submissions.
• Monitor contract execution and compliance with terms and conditions.
• Track project costs, including monthly progress claims and certifications.
• Support in final account preparation and contract close-out.
• Coordinate with site teams, consultants, and suppliers to ensure smooth workflow and timely deliveries.
• Attend site meetings and ensure proper documentation of contractual matters.
• Highlight potential cost risks, disputes, or delays early for mitigation.

Compliance & Documentation

• Ensure all contract processes comply with company SOPs and local regulations.
• Maintain systematic filing of contracts, correspondences, project records, and approvals.
• Provide proper documentation for audit and management reference.
• Stay up-to-date with industry regulations, standards, and best practices.

Reporting & Support

• Prepare reports and summaries for project teams and management review.
• Provide guidance and support to project teams on contractual matters.
• Carry out any other duties as and when instructed by Management.

Qualifications & Experience

• Academic:
• Degree or Diploma in Quantity Surveying, Contract Management, or related field.
• Certification in contract administration/management will be an advantage.
• Experience:
• 3–5 years of experience in contract administration and QS-related functions, preferably in plantation, forestry, construction, or infrastructure projects.
• Familiarity with tender processes, BQ preparation, cost evaluation, VO, and EOT submissions.
• Skills & Competencies:
• Strong knowledge of contract terms, tendering procedures, and project cost control.
• Analytical skills for evaluating BQs, quotations, variations, and contractor claims.
• Proficient in Microsoft Office; QS software (e.g., CostX, Cubicost) is an advantage.
• Excellent organizational and document management skills.
• Clear communication and stakeholder management abilities.
• Ability to attend site meetings and coordinate with project teams.
• Able to multitask and work effectively under pressure in a fast-paced environment.

Key Expectations from the Candidate

• Deliver accurate, timely, and compliant contract administration support.
• Ensure proper evaluation of BQs, tenders, variations, and claims to safeguard cost control.
• Maintain comprehensive documentation and reporting for transparency and governance.
• Provide proactive support to project teams while upholding Aramijaya's contractual interests.
• Demonstrate accountability, attention to detail, and commitment to continuous improvement.
• Remain adaptable, able to multitask, and capable of managing multiple priorities under pressure.
• To undertake any ad hoc tasks or assignments as directed by Management when required.

Job Type: Full-time

Pay: RM3, RM4,500.00 per month

Benefits:

• Free parking
• Maternity leave
• Opportunities for promotion

Work Location: In person