Overview
Executive, Contract Management Jobs in Paguh, Johore, Malaysia at Sime Darby Property
Title: Executive, Contract Management
Company: Sime Darby Property
Location: Paguh, Johore, Malaysia
Job Purpose:
- Ensuring contractual terms, conditions and specifications are in line, consistent and as per the requirements of Concession Agreements and other agreements entered by SDPS, SDPS 1, 2, 3 & 4.
- To work and liaise with Sime Darby Property Corporate Services, specifically Legal and Compliance Department in all contractual matters relating to the SDPS business plan and operations.
Job Responsibilities:
- Managing all legal and contractual matters pertaining to SPS businesses, including but not limited to; drafting, reviewing, amending/varying/novating legal documents.
Key Duties and Responsibilities:
A. Payment Process under PO Invoice (All CAs):
- To support / back up the Assistant Manager, Contract Management – to reviewing and verifying all invoices submitted by CAs and trades, ensuring that all supporting documentation is complete and in order. This includes delivery orders, job sheets, service sheets, before-and-after photos, warranty details, PTW registration, accurate quantity comparisons between PO and actual delivery, and PO acknowledgment.
- To support / back up the Assistant Manager, Contract Management – to liaise with the Operations team and joint site valuations in cases where the submitted documentation raises concerns about the validity or quality of the work performed.
- Ensure all supporting documents are compiled and submitted to the designated approvers — including the Head of Operations, Asset Manager by CA's, General Manager, and Finance Department.
- To support / back up the Assistant Manager, Contract Management – for verification on actual work done at site.
B. Vendor Registration and Master Data Management:
- To guide and advise Operation Team on vendor registration requirement and sharing the related documents ie. Prequalification Form & List of documents for registration.
- To guide vendors on the registration forms and necessary documents submissions.
- To support / back up the Assistant Manager, Contract Management – to assist the Assistant Manager, Contract Management – to review vendor information and background through document submitted ie. company profile, ssm, cidb, bumiputera, past project experience, machineries list, bank statement, etc.
- To support / back up the Assistant Manager, Contract Management – to carry out vendor interview for confirmation of information received and to identify any specialisation of trades. • To support / back up the Assistant Manager, Contract Management – to categorise vendor by SDP's Creditor type, Sub-Creditor type, Type of Industry and send request to register new vendor with SDP Procurement team.
- To prepare the Vendor Master Data (VMD AP01) Form and send out the form together with COBC, VIP, Conflict of Interest Form for vendor's verification and acknowledgement of compliance for vendor's verification & acknowledgment.
- To support / back up the Assistant Manager, Contract Management – to submit all the above document to SDP AP team to further process registration and grant access to SDPS to allow purchase request, generate PO and process payments.
- To support / back up the Assistant Manager, Contract Management – to update vendor on their status of registration.
C. Monitoring and Coordinate Vendor Performance User and Yearly Evaluation:
- Observe and monitor vendor performance based on on-site evaluation criteria.
- Collaborate closely with the HSSE Department to ensure that health, safety, security, and environmental standards are integrated into the assessment process. Findings shall be documented and used to support continuous improvement and contractual accountability.
D. Tender Process (below RM100k) – AMS / MRF / Add.Work):
- Coordinate with the Operation team (in charge) to review and verify the format of the Quotation document, accuracy of BoQ descriptions, and to clarify any additional terms and conditions that may affect the tendering process.
- ie. instruction to tenderer, form of quotations, Vendor Integrity Pledge (VIP), Vendor's Conflict of Interest Form, Vendor's Declaration of Interest Form, HSSE Guidelines, etc.
- To prepare a letter of invitation and send it out to the tenderer
- To support / back up the Assistant Manager, Contract Management, to conduct the tender briefing session and Site Visit, ensuring that all prospective bidders are informed of the project scope, submission requirements, evaluation criteria, and any relevant terms and conditions.
- To become the Secretariat of tender/quotation opening.
- To compile and prepare the Quotation Evaluation Report, detailing the assessment of submitted quotations based on technical compliance, pricing, delivery terms, and vendor eligibility, including a summary of findings, scoring matrix (if applicable), and recommendations for award, in accordance with procurement guidelines.
- To coordinate and prepare for the Quotation Clarification Interview session, ensuring all relevant documents, technical queries, and pricing details are reviewed in advance. The session aims to clarify discrepancies, confirm scope alignment, and ensure compliance with tender requirements.
E. Final Account (Contractor / Consultant):
- To support / back up the Assistant Manager, Contract Management – to prepare the Statement of Final Account for approval and update the listing.
F. Concession Agreement Advisor for meeting with client (NEW):
- To represent SDPS and advise client on Work Order request whether as per stated in CA and classify whether the job is under Asset Management, MRF, Additional or out of scope.
G. Others:
- Other as-and-when task as per management's requests or assists other Contract Management's (site and HQ) scope of works.
Job Requirements:
Qualifications
- Diploma or Bachelor’s Degree in Quantity Surveying or Contract Management related.
Experience
- Junior Level: 0–2 years of relevant working experience.
- Intermediate Level: 2–4 years of experience in document control, administration, or facilities management support.
Skills & Knowledge
- Contract Management – Familiarity and understanding on overall contractual process and flow, contract documents, negotiations & disputes, etc.
- Quantity Surveying/ Purchaser – Familiarity and understanding on purchasing & invoicing process, build up rates, construction materials & costs, method statement, construction law, etc.
- Legal and Compliance – Familiarity and understanding on contract & agreements, integrity, conflict of interest, code of business conduct, etc.
- Familiarity with procurement-related or finance-related systems is an added advantage.
- Proficient in Microsoft Office (Word, Excel, Outlook). • Good organizational and record-keeping skills.
- Ability to handle confidential documents with integrity.
Key Competencies
- Attention to detail
- Time management and multitasking
- Communication and teamwork
- Compliance and documentation discipline
- Industry Knowledge and Application
