KEY RESPONSIBILITIES

1. Variation Order Management

Identify variation works arising from drawing revisions, consultant instructions, site conditions, client requests, additional works and changes in specifications.
Review architectural, structural, mechanical and electrical drawings to identify changes to the original contract scope.
Prepare detailed variation order quotations, including measurements, rates, material costs, labour costs, subcontractor quotations, wastage, preliminaries, overhead and profit.
Submit complete and properly supported variation order claims to the client, architect, quantity surveyor or relevant consultant within the required timeline.
Maintain a comprehensive VO register for every project.
Record the following for each variation:
- Description and scope of work;
- Source of instruction;
- Date instructed;
- Drawing or document reference;
- Quoted amount;
- Submission date;
- Consultant’s assessment;
- Approved amount;
- Amount claimed;
- Amount certified; and
- Outstanding action required.
Follow up consistently with consultants and clients until each VO is assessed, agreed and certified.
Attend VO and commercial meetings with clients and consultants.
Prepare supporting documents such as quotations, site photographs, marked-up drawings, measurement sheets, invoices, delivery orders and written instructions.
Alert management immediately when additional work is instructed without adequate written confirmation or commercial approval.
Prevent variation works from being omitted, underclaimed or carried out without proper records.
Assist in negotiating disputed rates, quantities and valuation of additional works.

2. Progress Claims and Payment Monitoring

Prepare and submit monthly progress claims accurately and on time.
Conduct site measurements and verify the actual percentage of work completed.
Coordinate with the project architect, site supervisor, construction manager and subcontractors to obtain accurate progress information.
Ensure all supporting documents are included in each claim submission.
Follow up on claim assessments, payment certificates and payment due dates.
Compare claimed amounts against certified amounts and identify any under-certification or omitted work.
Prepare supporting justifications and respond to consultants’ queries concerning claims.
Maintain a claim and collection tracker showing:
- Claim submission date;
- Claimed amount;
- Certified amount;
- Certification date;
- Invoice amount;
- Payment due date;
- Amount collected; and
- Outstanding balance.
Provide management with weekly updates on expected certifications and cash collections.
Assist in preparing final accounts and closing outstanding claims upon project completion.

3. Procurement Planning and Purchasing

Prepare a project procurement schedule based on construction programmes, work sequences and required delivery dates.
Identify long-lead materials and ensure they are sourced, approved and ordered early.
Coordinate with project architects, construction managers and site supervisors to determine upcoming material requirements.
Obtain at least three competitive quotations for major materials, subcontract works and services unless otherwise approved by management.
Prepare clear quotation comparison sheets showing:
- Supplier;
- Brand and specification;
- Quantity;
- Unit rate;
- Total price;
- Delivery charges;
- Credit terms;
- Lead time;
- Warranty;
- Compliance with specifications; and
- Recommended supplier.
Negotiate prices, discounts, credit terms, delivery schedules and payment terms with suppliers and subcontractors.
Issue purchase orders only after obtaining the required internal approval.
Ensure purchase orders clearly state quantities, specifications, agreed rates, delivery dates, delivery locations and payment terms.
Monitor all outstanding purchase orders and follow up until materials are delivered to site.
Coordinate urgent material requirements without compromising cost, specification or quality.
Prevent duplicate orders, over-ordering, last-minute purchases and unnecessary material wastage.
Verify that procured materials comply with approved drawings, specifications, samples and consultant requirements.
Maintain a supplier and subcontractor database with current rates, performance records and payment terms.

4. Material Quantity and Cost Calculation

Carry out quantity take-offs from architectural, structural, mechanical and electrical drawings.
Calculate material requirements for construction works, including:
- Concrete
- Reinforcement steel;
- Formwork;
- Brickwork;
- Plastering;
- Waterproofing;
- Roofing;
- Ceiling;
- Tiling;
- Painting;
- Doors and windows;
- Sanitary fittings;
- Electrical works;
- Plumbing works; and
- Other construction materials.
Compare quantities purchased against quantities required and quantities installed.
Investigate abnormal usage, excessive wastage, shortages and repeated purchases.
Prepare material budgets and monitor actual purchasing costs against budgeted amounts.
Work closely with site personnel to verify stock balances and material requirements before placing additional orders.

5. Subcontractor Tendering and Account Management

Source suitable subcontractors for assigned work packages.
Prepare tender or quotation enquiries with clear scopes of work, drawings, specifications and commercial requirements.
Analyse subcontractor quotations and identify exclusions, qualifications and commercial risks.
Prepare subcontractor comparison sheets and recommendations for management approval.
Assist in preparing letters of award, work orders and subcontract agreements.
Measure and verify subcontractor claims against actual work completed.
Check subcontractor variation claims and ensure that rates and quantities are properly supported.
Monitor subcontractor payments, advances, retention, back charges and outstanding balances.
Prepare final account reconciliation for subcontractors.
Ensure that the Company does not overpay subcontractors or pay for incomplete or defective work.

6. Project Cost Control

Prepare and maintain project cost reports for each bungalow project.
Monitor the original contract value, approved VOs, pending VOs, projected final account, committed costs and actual expenditure.
Compare project budgets against:
- Purchase orders issued;
- Subcontract awards;
- Supplier invoices;
- Labour costs;
- Materials delivered;
- Progress claims; and
- Payments received.
Prepare cost-to-complete forecasts and identify projected cost overruns.
Alert management immediately when costs exceed the approved budget or when a work package is likely to make a loss.
Recommend cost-saving alternatives without reducing required quality or contractual compliance.
Track project cash flow and assist management in planning supplier and subcontractor payments.
Prepare weekly commercial summaries and monthly detailed cost reports.

7. Contract and Documentation Administration

Review contracts, bills of quantities, specifications, tender documents and consultant instructions.
Maintain proper records of:
- Contracts;
- Quotations;
- Purchase orders;
- Delivery orders;
- Invoices;
- Site instructions;
- Architect’s instructions;
- Consultant correspondence;
- Variation submissions;
- Progress claims;
- Payment certificates; and
- Subcontractor claims.
Ensure all verbal instructions involving additional cost are followed by written confirmation.
Coordinate with the project team to protect the Company’s contractual and commercial entitlement.
Assist management in preparing supporting documentation for disputes, delayed payments, contra charges or loss and expense claims.
Ensure all project commercial documents are properly organised and retrievable.

8. Site Coordination

Visit all assigned project sites regularly to:
- Measure completed works;
- Verify procurement requirements;
- Check delivered materials;
- Confirm variation works;
- Monitor material usage;
- Assess subcontractor claims; and
- Collect supporting evidence.
Attend project, consultant and commercial meetings as required.
Work closely with construction managers, architects and site supervisors to ensure commercial decisions reflect actual site conditions.
Ensure site teams notify the QS department before commencing additional or changed works.
Provide clear commercial guidance to project personnel when required.

REQUIRED QUALIFICATIONS

Diploma or Degree in Quantity Surveying, Construction Management, Building or a related discipline.
Minimum five years of relevant working experience.
Experience in landed residential, bungalow, structural, renovation or design-and-build projects is strongly preferred.
Strong knowledge of construction methods, building materials, measurements and market rates.

Make Perfect Design & Build Sdn Bhd

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