Executive, Contracts & Office Admin (Legal)

About the RoleThis role is responsible for providing comprehensive administrative, documentation, and contract management support to the Legal and Tender Secretary Department. The position ensures efficient coordination of departmental operations, accurate record-keeping, and timely monitoring of legal, compliance, and contractual obligations.The responsibilities include managing correspondence, meetings, reporting, filing systems, invoices, and contract registers, while acting as the central point of contact for internal and external stakeholders to support smooth departmental and contract administration.Job Accountabilities:Department AdministratorAdministrative & Office SupportProvide day-to-day administrative support to the Legal and Tender Secretary Department and its personnel.Manage correspondence, scheduling of meetings, appointments, and travel arrangements for the legal team.Prepare agendas, minutes of meetings, presentation materials, and departmental reports.Handle departmental filing systems (physical and electronic) and ensure proper document control.Maintain the legal shared folder.Manage the general department email, grouplegal@uemsunrise.com.Document & Records ManagementMaintain and update registers (e.g., contracts register, litigation register, licenses, statutory documents).Finance & Procurement SupportProcess invoices, payments, and expense claims relating to external solicitors, consultants, and legal service providers.Assist in monitoring departmental budget, expenditure, and cost allocation.Compliance & CoordinationAssist in collating documents for statutory filings, regulatory submissions, and audits.Coordinate with internal stakeholders and external parties (law firms, government agencies, regulators).Manage litigation calendar and reminders.Reporting & Departmental SupportPrepare periodic reports, trackers, and dashboards for management review.Support legal team members in litigation, contract, and compliance matters with administrative tasks.Act as the central point of contact for general inquiries directed to the Legal & Tender Secretary Department.Contract AdministrationDocument & Records ManagementMaintain an organized and up-to-date repository of all executed contracts (both physical and digital).Control access to contracts, ensuring confidentiality and proper version control.Maintain and update the Contract Management System and Contracts Register with key details (parties, scope, value, start/end dates, obligations).Ensure proper safekeeping of agreements, corporate documents, and confidential records.Tracking & MonitoringIssue timely reminders to stakeholders on critical contractual obligations, such as timely renewal and deadlines.Track deadlines for contract renewals, regulatory filings, litigation timelines, and compliance obligations.Compliance & GovernanceAssist in internal and external audits by providing contract-related documentation.Support compliance reporting on contractual obligations to management.Conduct required searches such as bankruptcy, SSM, winding up, and be able to use the required systems for these purposes.Perform stamping of legal documents and manage the exercise with minimal impact.Contract Execution ProcessCoordinate contract approvals and signatories in line with the company’s Limits of Authority.Ensure that contracts are properly stamped, filed, and registered with authorities where required.Liaise with counterparties to ensure smooth contract execution and distribution of signed copies.Stakeholder SupportSupport contract-related queries from management and project teams.Facilitate communication between Legal and other business units on ongoing contract matters.Liaise with internal stakeholders for contract management.Reporting & AdministrationAssist with preparing periodic reports for management on contract status, renewals, risks, and obligations.Support budgeting and cost tracking related to contractual commitments.Qualifications & ExperienceEducation:Post Graduate Certificate / Diploma / Executive Diploma in Management (Administration & Operations) orBachelor’s Degree in Business Administration / Operations ManagementExperience:More than 16 years of total working experience4–6 years of relevant experience in administrative, legal, or contract management functionsWhy Join Us?At UEM Sunrise Berhad, you’ll contribute to meaningful work in a dynamic environment where collaboration, precision, and integrity drive everything we do.If you have the experience, attention to detail, and passion for excellence and we’d love to hear from you.📨 Apply now or share this opportunity with someone who fits the profile!