Procurement Compliance Admin

Job Summary The Procurement & Compliance Administrator will execute end-to-end purchasing operations while ensuring strict adherence to internal policies, project budgets, and local statutory requirements. You will work closely with Project Managers, vendors, and subcontractors to source materials smoothly and mitigate legal and operational risks for our construction projects. Key Responsibilities 1. Procurement Sourcing & Tender Management - Source and qualify tender to vendors on machinery, tools, and site consumables based on project requirements and technical specifications. - Assist in tender exercises, including compiling bills of quantities (BQ), inviting supplier quotations, and preparing comprehensive quotation evaluation summaries. - Confirming Purchase Orders (POs), complete tender documentations, track delivery timelines, and resolve any discrepancies. 2. Subcontractor Management - Draft and administer subcontractor agreements, ensuring scopes of work, payment milestones, and retention sums are clearly defined. - Track contract variations (VOs) and verify supplier progress claims alongside the Quantity Surveying team before payment release. - Communicate and meet requirements to qualify tender participations. 3. Regulatory Compliance & Governance - Verify statutory compliance for all suppliers and subcontractors, ensuring active registrations with the Construction Industry Development Board (CIDB). - Enforce compliance with local building regulations, Malaysian Standards (MS), and Department of Occupational Safety and Health (DOSH/OSHA) requirements. - Maintain audit-ready tracking logs for vendor evaluation scorecards, material certificates (e.g., SIRIM certifications), and safety data sheets. 4. Tender Reporting - Report to management personnel on timely basis and as required on tender and subcontractor progress and completion. - Report timely action required and keep logs of company and subcontractor compliances for smooth tender procurement. Requirements - Familiarity with construction procurement is an added advantage! - Education: Diploma or Bachelor’s Degree in Quantity Surveying, Civil Engineering, Supply Chain Management, Business Administration, or a related field. - Experience: Minimum of 1 to 2 years of working experience in procurement, purchasing, or contract administration within the Malaysian construction industry. - Regulatory Knowledge: Sound understanding of CIDB regulations, statutory levy payments, and standard local contract forms (e.g., PAM, CIDB, or PWD/JKR forms). - Technical Skills: Proficiency in Microsoft Office (especially advanced Excel) and construction/ERP purchasing software. - Language Skills: Excellent written and spoken English and Bahasa Malaysia. Ability to speak Mandarin or local dialects is a strong advantage when dealing with specific vendor networks.