Job Description

Payment Claims & Certification

• Prepare monthly payment certificates and progress claims for clients based on contract terms, project progress, and submission deadlines. 
• Compile supporting documents such as site measurements, progress reports, contract references, and claim attachments for submission. 
• Review claim documents, invoice details, quantities, rates, and variation orders to ensure accuracy and completeness.
  

Invoice Verification & Billing Administration

• Verify subcontractor invoices against work orders, progress reports, contract terms, and completed works before payment processing. 
• Process e-invoice self-billing documentation in accordance with company procedures, tax regulations, and statutory compliance requirements. 
• Review billing records and payment-related documents to identify discrepancies, missing details, or compliance issues. 
• Highlight billing variances, missing documentation, and contract-related issues for clarification or correction before approval.
  

Documentation & Record Management

• Organize and maintain claim files, payment certificates, invoices, and audit documents in both digital and physical formats for easy retrieval. 
• Prepare contract reports, claim summaries, invoice tracking records, and administrative updates for internal use. 
• Ensure proper filing and documentation practices in compliance with company standards.
  

Coordination & Communication

• Liaise with project teams, subcontractors, suppliers, and internal stakeholders regarding claim status, invoice clarifications, and work completion records. 
• Support contract administration processes and perform ad-hoc duties assigned by management. 

Job Requirements

Education & Experience

• Minimum Diploma in Business Administration, Office Management, Quantity Surveying, Construction Management, or related field. 
• At least 1–2 years of relevant working experience in contract administration, construction, procurement, billing, or related administrative roles. 
• Experience in construction, renovation, or interior design industry will be an added advantage.
  

Skills & Competencies

• Proficient in Microsoft Excel, Microsoft Word, and office documentation tools. 
• Strong numerical accuracy and attention to detail in billing, claims, and document verification. 
• Good understanding of progress claims, subcontractor billing, contract documentation, and invoice processes. 
• Familiarity with e-invoicing and self-billing compliance is an advantage. 
• Strong organizational and record management skills. 
• Good communication and coordination skills with internal teams and external parties. 
• Able to manage deadlines and multiple submissions efficiently.
  

Personal Attributes

• Responsible, organized, and meticulous in handling documentation. 
• Reliable and able to work independently with minimal supervision. 
• Proactive in identifying discrepancies and resolving issues. 
• Strong follow-through and commitment to deadlines.

Skills