Contract administration and project management
We run the building contract on your behalf, from appointing the builder to site visits, valuations and sign-off, so the works are built as designed.
About this service
Once a builder is on site, decisions come quickly. Should the next stage payment be released? Is the extra charged for drainage reasonable? Has the steel gone in as designed? Contract administration puts an engineer between you and the builder to deal with these questions, run the contract properly, and make sure the finished building matches what was designed and approved by Building Control.
We have acted as contract administrator on 17 projects, usually structural alterations, extensions and conversions where the engineering content is significant. We set up the building contract, agree a programme and payment schedule with the builder, visit site at key stages, and value completed work before each payment. Variations are priced and agreed before they are carried out, not argued over at the end.
The service suits clients who live away from the site, have limited time, or want an independent professional holding the builder to the agreed scope. It does not take over the contractor's own site management or health and safety duties, which stay with them. Before work starts, we usually prepare a schedule of works and tender package so the contract rests on clear information.
When you need it
- You want an engineer to manage the builder for you
- Your project has several stages and payments to control
- You live away from the site or have limited time
What's included
- Builder appointment and contract set-up
- Site visits during construction
- Progress valuations and payment certificates
- Variations, snagging and completion sign-off
How it works
- Appoint the builderWe help you select a builder, finalise the price and set up a suitable building contract, with clear terms on programme, stage payments, retention, defects and the insurance the builder must carry.
- Hold a pre-start meetingBefore work begins we meet the builder on site to agree access, working hours, communication and how variations and queries will be handled. Party wall awards and planning conditions are reviewed.
- Visit and valueWe inspect at agreed intervals and at critical stages such as foundations and steelwork. Each valuation reflects work properly completed, and we issue a payment certificate stating what is due.
- Manage changesWhen the design changes or something unexpected is found, we agree the cost and time impact with the builder before work proceeds and record it as a formal instruction.
- Snag and completeAt practical completion we inspect and issue a snagging list. Once defects are resolved and Building Control has signed off, we certify completion and manage release of the retention.
What you receive
How stage payments protect you during the build
The most common way homeowners lose money on a building project is paying ahead of the work. A builder already paid for a roof that is not yet watertight has little reason to prioritise your job. Valuing each stage on site and certifying payment only for work done keeps money in step with progress, and a retention held until defects are fixed gives you leverage at the end.
Clear records matter if anything goes wrong. Site visit reports, instructions and payment certificates form a written history that is far more useful than a trail of text messages. If a builder has to be replaced part way through, that record makes it much easier to establish what was completed and paid for. Our Building Control guide explains how final sign-off fits in.
Not included
- Contractor’s own site management and health and safety duties
Frequently asked questions
What does a contract administrator do?
A contract administrator runs the building contract between you and your builder. That means issuing instructions, valuing work, certifying payments, agreeing variations and confirming completion. They apply the contract terms fairly to both sides, although they are appointed and paid by you. The role is different from the builder's site manager, who organises day-to-day work.
Is project management worth it for a house extension?
It depends on your time, your experience and the complexity of the job. For a straightforward extension with a builder you trust, many people manage it themselves. Where the project involves major structural work, several trades, or you cannot visit regularly, independent oversight usually reduces disputes, delays and arguments over payment.
How often will you visit site?
Visit frequency is agreed at the start and set out in our fixed fee. Most domestic projects have visits at key structural stages plus regular valuation visits, often every few weeks. Extra visits can be arranged if problems arise. Between visits we deal with questions from you and the builder by phone and email.
How much does contract administration cost?
Our contract administration and project management service starts from £2,500 + VAT. The fee reflects the length of the build, the number of site visits and the complexity of the contract. It is confirmed in writing as a fixed fee before any work starts, so you know the cost of oversight from the outset.