EXECUTIVE, PROJECT ADMIN (VARIATION ORDER)

• Identify, record and monitor all potential and confirmed Variation Order (VO).
• Maintain a Variation Order Register covering Variation Order (VO) reference, description, date, status, value, approval and supporting documents.
• Receive and review Variation Order (VO) instructions from the client, Sales Team, and Site Supervisor.
• Prepare Variation Order (VO) documentation based on approved instructions, drawings, specifications, site instructions and other supporting information.
• Coordinate with Sales Team, and Site Team to obtain cost and other technical information.
• Request quotations from suppliers for variation works where applicable.
• Compile quotations, cost breakdowns, supporting documents and calculations for Variation Order (VO) submissions.
• Check quantities, rates, labor, materials, equipment, supplier costs and other relevant cost components.
• Prepare Variation Order (VO) submissions for review and approval by the Project Manager and Site Operations Manager.
• Track the status of submitted Variation Order (VO)s and follow up on pending approvals.
• Maintain records of approved, rejected, pending and withdrawn Variation Order (VO)s.
• Ensure approved Variation Order (VO) amounts are properly reflected in project cost reports and progress claims.
• Maintain supporting records such as photographs, drawings, instructions, site records, emails and correspondence for each Variation Order (VO).
• Ensure all Variation Order (VO) submissions are properly documented for audit and final account purposes.
• Review quotation requirements relating to variations, notices, claims and approvals.
• Obtain technical clarification and supporting information required for Variation Order (VO) preparation.
• Coordinate with Sales Team and Site Supervisor to verify that variation works have actually been carried out.
• Collect site measurements, photographs, delivery orders, timesheets and other supporting evidence from Site Supervisor and Sales Team.
• Ensure changes instructed on site are properly documented before work proceeds where practicable.
• Perform administrative and ad-hoc duties assigned by management from time to time.

REQUIREMENTS

• Must possess at least a Diploma or Bachelor's Degree in Business Administration, Construction Management, Quantity Surveying, Contract Management, Civil Engineering or a related field.
• Relevant professional certification is an advantage.
• Minimum 2 years of relevant working experience in project administration, construction administration, quantity surveying, contract administration or variation / claims administration will have an added advantage.
• Experience in handling Variation Orders, Site Instructions, claims and subcontractor quotations is highly preferred.
• Experience in the construction industry will be an added advantage.
• Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.
• Able to communicate in Mandarin, English, and Bahasa Malaysia.
• Strong knowledge of construction/project documentation.
• Understanding of Variation Order and contract administration processes.
• Ability to read and understand construction drawings and specifications.
• Basic understanding of construction quantities and costing.
• Detail-oriented mindset with excellent organizational, communication negotiation skills, time-management, and document management skills.
• Good data-entry and document-management skills.
• Able to work independently with minimum supervision.