QS / Contract Assistant

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• 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.
• General Support & Team Collaboration : Support the overall project and contract team in ensuring timely completion of all contractual obligations.
• Provide administrative support in contract processing, renewals, and updates to ensure smooth contract execution.
• Work cross-functionally with project management, legal, procurement, and finance teams to resolve any contract-related issues promptly.
• Undertake any additional tasks or ad hoc duties requested by senior management from time to time, including site visits, document preparation, data analysis, and assisting with project coordination as needed.

Application questions

Esstar Vision Sdn Bhd specializes in the steel fabrication works in providing expertise and services in Engineering, Procurement, Construction and Manufacturing of Process Skid Packages, Pressure Vessels and Pipings for Oil & Gas, Palm Oil Industry, Petrochemical and Food Processing Industry.

Esstar Vision Sdn Bhd has a wide range of engineering capabilities with a team of experienced design engineers, who are well versed with international codes like ASME, PED, API and other standards.

Our vision and focus is to be the best of the best to the customers, the people and the selected industries we have chosen to serve. We recruit Quality People, Cultivate flexibility and Responsibility services. We deliver full commitment, introduce know how and innovation technique to our customers and then focus on the results.

We have an outstanding record of success. More than three-quarters of our businesses are from repeat clients - an indication of value received and satisfaction expressed. Our multi-disciplined, highly flexible resources can handle both complex and small niche projects efficiently and effectively. Regardless of the size or scope of the project, our commitment is to attain total quality.

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