Contracts Executive (Quantity Surveying Support)

Job Responsibilities

Quantity Surveying Support

• Assist the Quantity Surveying / Commercial team in preparing, checking, and maintaining project cost-related documents, including bills of quantities, measurement records, quotation summaries, and project cost data.
• Support basic quantity take-off, measurement checking, and data compilation under the guidance of senior Quantity Surveyors.
• Assist in collecting and organising drawings, specifications, subcontract documents, purchase records, and supporting documents required for cost estimation, progress claims, variation orders, and final account preparation.
• Maintain accurate project records and ensure that commercial documents are properly filed, updated, and traceable.

Contract and Commercial Documentation

• Assist in the preparation, review, registration, and filing of construction contracts, subcontract agreements, purchase orders, project approval documents, and related commercial correspondence.
• Support the tracking of contractual submissions, approval workflows, payment documents, variation records, and other project commercial matters.
• Prepare contract registers, document tracking lists, meeting minutes, and internal reports for project and department use.

Project Coordination and Reporting

• Coordinate with project teams, procurement, finance, subcontractors, suppliers, and internal departments to collect required information and follow up on outstanding documents.
• Assist in preparing project progress summaries, cost-related reports, commercial data reports, and presentation materials for internal management review.
• Support communication and reporting with the company’s China headquarters, including preparing Chinese reports, summaries, and supporting materials when required.

Data Compilation and Process Improvement

• Use Microsoft Excel and other office tools to compile, organise, and analyze project, contract, and cost-related data.
• Assist in improving document control, contract administration, and reporting workflows within the commercial / quantity surveying team.
• Support digitalisation initiatives related to contract filing, project data management, and cost document tracking.

Job Requirements

• Bachelor’s degree or above in Construction Management, Quantity Surveying, Civil Engineering, Project Management, Business Administration, Public Administration, Management, or related disciplines.
• Fresh graduates with relevant internship, construction company, project administration, contract administration, data analysis, or documentation experience may be considered.
• Prior exposure to construction contracts, project documents, tender documents, cost data, or commercial administration will be an advantage.
• Basic understanding of construction project workflows, contract documentation, and quantity surveying support functions will be preferred.
• Proficient in Microsoft Office, especially Excel, Word, and PowerPoint.
• Good data organisation, document control, coordination, and report-writing skills.
• Able to communicate with internal departments, project teams, subcontractors, suppliers, and external stakeholders.
• Meticulous, responsible, willing to learn, and able to work in a project-based construction environment.