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21 Dec

4 Good Practices for Construction Contract Administration

4 Good Practices for Construction Contract Administration

https://www.youtube.com/watch?v=iz8ocHmj-Fs&feature=youtu.be In this article about construction contract administration, we will look at what is required in terms of forming an effective and competent contract administration team that can oversee all processes effectively. Here we have listed our 4 top tips for construction contract administration success.

Create a superstar team

contract administration in constructionAs with most situations, having a great team is of utmost importance. Creating a contract management team that work together on logistical issues and to successfully meet deadlines is imperative. This means that the optimal team should:
  • Have great communication skills
  • Be detail oriented
  • Be decisive
These skills will help your team to stay on top of the whole process. In regards to experience amongst the team, it is best to have a senior person lead the team. Teams members can range from no experience to highly experienced. Having a mixture of experience levels means that the team should be able to cope with the workload of administering the construction contract.

Have a clear plan

contract administration process in constructionClarity around how the team will then manage your portfolio is essential. This means identifying each person’s key strengths and assigning work accordingly, taking into consideration objectives and timeframes. Contracts are a deeply important part of business operations, proper administration on is essential for:
  • making payments and monitoring deliverables
  • contracting with vendors that will be providing goods
  • contracting with other firms for professional services
Proper evaluation of contracts is essential for understanding whether each is helping or hindering the facilitation of the businesses overarching goals. Understanding the contract thoroughly will help you to create an effective plan. Once you understand the contract you can create systems and procedures that are too followed by the team members. These systems can be built around particular contractual terms or deliverables. Building systems will mean that the administration of the contract will be smooth and effective when it needs to be. It is always more difficult to get things right if the team has not understood or built these systems at the start of the contract.

Stay up to date with Tech

contract administration processUsing the correct technology is essential if you want to stay organised and on top of your performance. When considering tech solutions some things to consider are:
  • size of portfolio and likelihood of growth – you need a solution that can accommodate growth.
  • Data security
  • User access
  • Tech support availability
  • Storage capacity
Embracing technology in this day and age is very important. In the construction industry, we are very slow to make changes and use technology. The right technology can make administering construction contract much more effective. Training your team to use the software can be challenging due to the levels of understanding of technology amongst them.

Nurture Relationships

Though many, if not most, contracts expire within an allotted time, building and keeping good relationships with others in the field is really important in the long term.
contract administration servicesBuilding on your relationships with others will pay dividends in terms of business opportunities and cost, as well as a pleasant working environment of course. In marketing terms, it is cheaper to retain an existing customer than it is to gain a new one. In construction building relationships is so important. In international construction, it is important to know and understand the culture of the country you are working in. Making the effort to try and learn new languages can go a long way to nurturing relationships, as I found out on a recent trip to China.
  We love to hear from you. Please comment below to let us know your thoughts on construction contract administration. If you require these services please do not hesitate to contact us via our website, email, or on the phone. Our business focuses on the administration of all type of construction contracts.

30 Jul

What is a Contract Administrator in Construction?

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Contract Administrator in Construction

who is a contract administrator First of all, let's look at what constitutes a contract in the construction sector. In general, Contract administrator in construction is a legally binding agreement between two or more parties. In construction, this usually means between the main contractor and the subcontractor.A construction contract can also be between many other parties including the client and the main contractor, between a supplier and the contractor, or between a supplier and a subcontractor. Normally, at the start of a construction project, the contract administrator will read through the contract to make sure they understand exactly what is required. An experienced contract administrator is able to identify the advantages and disadvantages of the contract based on the scope of work it relates to.
Prior to the execution of the contract between the parties, the contract administrator’s role would be to review the contract and negotiate the most favorable terms possible for the parties they represent. Virtually all construction contracts require negotiation because of the risk profile each clause is likely to carry.
what do contract administrators doThe contract sets out the agreement between the parties. The clauses within the contract describe the agreement in detail to ensure that all parties are well aware of exactly what is expected of each of them at the various stages throughout the project. For example, the contract may include a clause requiring a party to provide evidence of insurance documentation in order to access the site, stipulating that he must be done before any work can start. These clauses comprise the set of rules the parties must adhere to if the contract is to run smoothly.

Types of Contract Administrator in Construction Project

Although the types of clauses a contract contains will vary from project to project, the following types are likely to appear in most construction contracts:
  • Payment clauses – detailing when payment claims can be submitted, setting out the time allotted for the other party to assess the claims, and indicating when the payment is due;
  • A variety of insurance-related clauses – the types of insurance and levels of cover that must be in place before any work can be carried out;
  • Limited liability clauses – setting out which party shall be held responsible if anything goes wrong on the project;
  • Dispute resolution clauses – if something does go wrong, what steps the parties must take in order to reach agreement; and
  • Many other causes.

Roles of Contract Administrator in Construction Project

construction contract administrationFor each of these clauses, the contract lays down the exact procedure the parties must follow to ensure that the project runs smoothly. The contract administrator’s role is to see that these clauses are followed by the party they are representing in a timely and professional manner. If the contract administrator in construction is dealing with payment matters. For example, they must follow the rules as set out in the contract. So that their parties will be paid the right amount on the due date. In order to administer the contract correctly, the contract administrator in construction must first understand how the contract is put together. A basic and general knowledge of legal terminology is therefore essential. An experienced contract administrator is able to see at a glance how the contract reflects both the scope of works. And the way the works have been programmed.
what is contract administrationThe contract administrator is responsible for notifying the other party of potential delays to the project. In this respect, timely notification is absolutely crucial as the other party will need to take appropriate action to avoid. Or at least minimize – the delay and avert any possibility of a dispute arising.During the course of the project, a good contract administrator will take into careful account the contract program. The actual program on site and the effects of delays.

What Does a Contract Administrator Do?

A contract administrator’s key responsibilities include: construction contract template Assisting in the preparation of subcontract packages construction contract agreement Assisting in drafting the scope of work and procurement schedules construction contract documents Issuing variations contract administrator duties construction Managing time extensions contract administration process in construction Processing progress claims construction contract management Overseeing detailed design and shop drawings commercial contracts administrator Co-ordinating and attending site meetings and providing technical expertise          if required. Construction contract administrators can be found in the following construction sectors: freelance contract administrator Infrastructure residential contracts administrator Commercial contract administrator mining Mining commercial contracts administrator Civil A professional construction contract administrator should be result-oriented. Quality-focused and detail-driven with hands-on experience of working across a broad spectrum of projects. If you need an experienced team of contract administration professionals working with you on your next project, feel free to get in touch with Measure Manage. Let’s discuss how we can serve your needs perfectly. Measure Manage is committed to ensuring we satisfy all our customers’ needs at a reasonable cost. We always want to learn new ways to improve our services. Leave us a comment and let us know what you enjoyed and what you did not like. Remember, Measure Manage is always willing and available to answer your questions.

24 Jul

What does a quantity surveyor do in construction?

what do quantity surveyors doAs a project stakeholder, you need to be sure your construction project is on time and on the budget, and that you're getting the best quality for your money – but how do you achieve this? In a nutshell, you call in a quantity surveyor: a professional, whose job it is to ensure that you receive maximum value for your money. Quantity surveyors will help you acquire premium quality materials and labour at the most cost-effective rates. From years of experience, they know that virtually any project can at any time be subject to unexpected costs, and they are there to keep things running smoothly whatever the situation. Here’s a list of the main things a quantity surveyor would do during any construction project:
  • Quantity take-off
  • Estimation
  • Cost control and management
  • Contract Management
  • Risk management
  • Procurement
  • Project management
Let’s take a look at each one in isolation.
what is a quality surveyor1. Quantity take-off – this is when a quantity surveyor uses drawings and designs to work out the amount of material and work items that need to be performed in order to complete a task. After measuring all the quantities, the quantity surveyor transfers them into a Bill of Quantities (BOQ). This is basically a shopping list. But instead of your groceries, it lists all the items that need to be completed in order to finish a task.
2. Estimation – once your BOQ is ready, an estimator can use it to build the rates in line with the list of quantities. So, for example, if the BOQ shows that there is 10m3 of concrete to be poured into a foundation, the estimator works out the cost of performing that task. This would include working out the cost of the concrete, the labour required to put the concrete in the right place, and the plant required to do the job. 3. Cost control and management – can occur at any stage during the project. As soon as a construction project has been initiated, the challenge of cost control and management starts, and with it comes another key role for our quantity surveyor. Controlling the cost from the very start is vital if the project is to be completed within a particular budget. Having been involved in setting the budget for a project, the quantity surveyor must ensure that the budget remains realistic as the project progresses. Unforeseen hurdles can increase costs. The quantity surveyor’s job is to minimize these costs throughout the project. This can be achieved by allocating risks to other parties. 4. Contract management - The quantity surveyor may also act as a negotiator during the construction. For example, if a certain change in the project is likely to affect costs, the surveyor may negotiate with the party concerned and reach a mutually beneficial solution. Sometimes, if the owner is running short of cash, the quantity surveyor can work with the bank to acquire extra financing for the project.
what is a chartered quantity surveyor5. Risk management – another important part of the construction that involves quantity surveyors. The ability to identify risks requires experience and knowledge of the challenges that have faced former projects. Identifying risks is a challenge in itself within an industry notorious for having so many. The quantity surveyor must also understand and take steps to compensate for any impact the risk may have on the project. At the start of a project, the quantity surveyor would generally populate a risk register, which would be managed throughout the construction process. When faced with absolutely unforeseeable risks – such as a key subcontractor going out of business – arising during the project, quantity surveyors have to manage as best they can.
6. Procurement – the purchasing of all the elements required in order for the project to go ahead. The quantity surveyor will generally be tasked with putting together subcontractor packages, scopes, lettings and procurement schedules. This includes preparing the correct project documentation and information to be sent out to other parties for pricing. Once the parties have submitted their tenders, the quantity surveyor reviews the prices and deals with any items that need clarification. After reaching a decision on the best value for money, the quantity surveyornegotiates a contract with the winning bidder. This process cantake from one day to six months depending on the complexity of the items being procured.
what is a quality surveyor7. Project Management – this is where a quantity surveyor can really get a hold of a project and make sure that it runsproperly. Project management makes demands on all the quantity-surveyor skills discussed so far. A quantity surveyor is truly one of the most valuable members you can have on your team. An experienced quantity surveyor will have all the qualities needed in order to succeed in the fields listed above. Thus making them a valuable asset to any construction team.A quantity surveyor is truly one of the most valuable members you can have on your team. An experienced quantity surveyor will have all the qualities needed in order to succeed in the fields listed above. Thus making them a valuable asset to any construction team.


As a quantity surveyor on a construction project, you are part estimator and part negotiator. It is therefore important to be an effective team player. Having strong quantitative skills helps candidates to prepare accurate budgets and reports that help stakeholders keep up to speed with project spending. With state-of-the-art construction projects being initiated in the year 2018 a quantity surveyor can play an effective role in the country’s economy.

24 Jul

What is a Quantity Surveyor?

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  https://www.youtube.com/watch?v=hIR47kGW5MQ&feature=youtu.be A quantity surveyor is a professional known for his or her expertise in the construction field. A quantity surveyor’s most important task is to calculate the costs one would expect to encounter across the entire construction process. Here are just a few of a quantity surveyor’s important responsibilities: construction contract administration Whether the project is low- or high-scale, the quantity surveyor is deemed responsible for managing finances related to the overall process. construction contract It is also the responsibility of the quantity surveyor to ensure that the project remains on schedule and is completed on time. contract administration services While the project is taking place, the quantity surveyor keeps track of the costs incurred and is responsible for making sure that everything falls within the budget. building contract administration The quantity surveyor must be continually on the lookout for the most efficient, cost-effective ways to get the job done. construction contract agreement Because of the authority that comes with the role, the quantity surveyor is regarded as a neutral party – someone who can be depended upon to arbitrate in the event of disputes or disagreements between parties involved in a construction project.
what is quantity surveying all aboutOnce you have understood the different requirements depending on the type of such a role, you can divide project, the role of quantity surveyor may perform all or only a few of a Quantity Surveyor into the duties listed above.
Thus, it is probably easier to understand the job if we think of it as consisting of three definitive phases, before, during, and after the construction project. This is because the role of Let’s take a Quantity Surveyor is not limited to the above-mentioned responsibilities only.
Depending on the kind of project and the occurrence of various situations, the role of the Quantity Surveyor may or may not change. Thus, it is easier to understand if you closer look at the role from three perspectives: each one.

Before the Construction

what do quantity surveyors doBefore the start of the project, a Quantity Surveyor can start, the quantity surveyor is expected to first come up with the feasibility analysis for the complete project and then break the whole process down into different stages. taking the first stage involves taking information from the client and making presenting it takes the form of a complete project is what the first step is. After that.Next, once the architects and designers and have submitted their work, the quantity surveyor inspects the architects are done with the various plans, a Quantity Surveyor will look at them and identify drawing and estimates the different costs that will be coming up as a result of each step will incur. If the costs are coming out appear to be higher than expected, the Quantity Surveyor can quantity surveyor will generally work with the team to bring reach a practical solution that will lower keep the overall cost price of the project to a minimum.

During the Construction

what is the work of a quantity surveyorThe role of the Quantity Surveyor quantity surveyor does not end here. The Quantity Surveyor also must make sure One of the major on-going tasks is to see that the project is being executed correctly, whilst keeping not losing sight of the budget in mind.
If there are any delays or unexpected circumstances during the project, the Quantity Surveyor quantity surveyor will need to take into consideration the changes that effect they will incur in the budget allocated to have on the project. The job also must take involves taking note of any disagreements that might arise between participating parties during the project between any two parties and to resolve them as smoothly as possible.

After the Construction

Once the project is complete, the quantity surveyor draws up a document that reflects the actual costs incurred during the project. The document includes all the details of the project along with associated costs. Due to the wide scope of this role, certain skills are thought to be helpful when studying to become a Quantity Surveyor.quantity surveyor. These skills include: construction contract documents A logical, analytical mind will help you effectively assess the requirements of the project. construction contract forms Commitment and focus are also important traits for a quantity surveyor. You will be expected to remain committed to the completion of the project and may have to stay on site for long periods of time. contract administrator duties construction Good communication skills are vital to the success of any profession these days, and quantity surveyors are no exception. The ability to communicate effectively with different people involved in the project will help you make better decisions and complete the project without experiencing any major issues. contract administration process in construction Since most quantity-surveying work revolves around cost management, you will be expected to be comfortable, if not exceptional, with numbers. construction contract management In addition, quantity surveyors are expected to be able to work well with different people; thus, it will help if you are a great team player. construction contract admin Leadership skills are also an important asset throughout the entire process since quantity surveyors are deemed to be responsible for a wide range of activities during the project. contract administration process in construction Concentration is an essential skill. Many of the tasks require deep thought, great imagination, and creative ideas to solve problems and issues that will always occur in the industry.

Bottom Line

what is a chartered quantity surveyorBeing a quantitative surveyor might seem like an easy job, but in fact, there’s a lot more to it than most people imagine. It is, therefore, advisable to make sure you know what the job entails before you take the plunge.Being a quantity surveyor is a bit like being an accountant, a lawyer and a financial advisor all at the same time. You have to manage your client’s money during the construction (accountant), advice on commercial contracts (lawyer) and ensure that construction work is carried out in the most efficient, cost-effective way possible of in order to maximize value or profit. The size of the company you work for will determine how much of each of those three disciplines you will be exposed to. For example in a large contracting company they may already have a lawyer who will prepare and negotiate contracts with clients, but for a smaller business with fewer resources, you may be required to wear all three hats at once. Measure Manage is committed to ensuring we satisfy all our customers’ needs at a reasonable cost. We always want to learn new ways to improve our services. Leave us a comment and let us know what you enjoyed and what you did not like. Remember, Measure Manage is always willing and available to answer your questions.

22 May

Duties, Roles, And Responsibilities of A Quantity Surveyor

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Role of a quantity surveyor in construction:

roles and responsibilities of a quantity surveyor in construction
In a nutshell, the Quantity Surveyor is a valuable resource for any construction project that ensures timely delivery of the project with minimal effect on expenses.
During the lifetime of a project, the quantity surveyor wears many hats – and his roles include cost estimator, negotiator, project coordinator and the most important role of expense manager. An efficient and effective surveyor may have a ton of experience. Working on different projects in different industries builds a strong portfolio of experience for the surveyor. This helps the project manager complete the project within stipulated budget without compromising on the quality and quantity of material being used. During the project timeline, a quantity surveyor prepares important reports such as Feasibility Reports, Expense Reports, Valuation Reports and other various reports along the way.

Quantity Surveyor Roles And Responsibilities

Preparing Operational Contracts:

quantity surveyor responsibilitiesThe role of the quantity surveyor starts from the very beginning of the construction project. During this phase, he plays a major role in preparing cost estimates. When the project owner is preparing the budget, the quantity surveyor helps in defining the optimal quantity and price of the materials being used in construction.
He achieves this by working together with clients, contractors, subcontractors, suppliers, and consultants to identifying their specialties and scopes for the project. The quantity surveyor coordinates with different parties in order to finalize the optimum prices for each element of the project.
The Quantity Surveyor can work with other stakeholders such as engineers, workers, and contractors to derive efficiencies in other areas of expense such as labor costs, construction costs, and construction methods.

Managing Finances:

One of the major roles of a Quantity Surveyor is managing the project finances. An efficient quantity surveyor shall make sure that the project’s costs remain within the stipulated budget. The budget is calculated before the start of a project based on the designs prepared. The quantity surveyor achieves this by working closely with all parties to procure optimum value products with the best quality. An effective tool to use in this scenario would be to prepare frequent reports tracking the project costs. The quantity surveyor can then compare these reports with the original budgets in order to track financial progress.

Pre And Post Contract Quantity Surveying Duties

Keeping Project on Time:

roles and responsibilities of a quantity surveyor in constructionAlthough the project plans are initially designed before the start of a project, these documents help in preparing the actual budge. However, there are always surprises in any construction project. Some of the scenarios could include weather delays, unforeseen delays, materials shortages, labor shortages, bad ground delays and many more.
Another glitch in the project could arise due to a dispute between two parties such as contractors and subcontractors. In such situations, the negotiation and mediation skills of the Quantity Surveyor come in to play to try and resolve the issues fairly and reasonably.
Keeping the expenses within the budget is key to the successful completion of the project. As far as the dispute between the project team members is concerned, a quantity surveyor should use his experience to play a role of a mediator in order to avoid delays in the project. The Quantity Surveyors work with both parties and arrive at a solution that is win-win for both and keeps the project on track.

Timely Payments to Stakeholders:

One of the major roadblocks in any project is the delays in Payments. A quantity surveyor plays a key role in avoiding this roadblock. Since the beginning of the project, the expert has a keen eye on the budget and associated costs. Having years of experience under his belt, the surveyor is able to negotiate best prices for every task. This homework helps the owner make timely payments to project stakeholders such as Contractors, Engineers, and Workers, etc. To keep the project on track, Quantity Surveyor keeps track of all payments. After every chunk of payment,a surveyor checks the expense report with the allotted budget. Keeping a close eye on everyday expenses helps the management keep the project costs within the stipulated budget.

Contractor Quantity Surveyor Duty

Site visits and future projections of tasks ahead:

why become a quantity surveyorAn ideal quantity surveyor has a strong eye for detail and always keeps a foot on the ground. He makes regular visits to the construction site. These visits serve many purposes such as getting an actual feel for the progress of the project, face to face interaction with the construction team and analyzing the task requirements ahead of time.
An experienced and effective quantity surveyor can gauge the performance of the entire team with these occasional visits to the property. He is better able to track progress and compare it to the actual plan.
Having face to face interaction with the construction team gives him/her a strong idea of the concerns and issues of the people on the ground. Taking all his notes, the surveyor is able to go back to the drawing board and make any amendments if need in the tasks ahead.


In these modern times, the effectiveness of a project lies in the proper use of its resources with minimum possible expenses. To achieve this goal construction project owners are hiring experienced and effective quantity surveyors more than ever before. Wearing so many hats throughout the life cycle of the project, Quantity Surveyors maximize operational efficiency. This is done by negotiating best possible value for the owner’s money and keeping the expenses as low as possible. Using their negotiation and mediation skills these surveyors are able to keep the project on track even when there are unexpected incidents that could have caused delays otherwise. The feasibility and expense report that they generally to keep the owner or their employer abreast of the progress and helps in deriving maximum efficiency during the project lifetime. Measure Manage is committed to ensuring we satisfy all our customers’ needs at a reasonable cost. We always want to learn new ways to improve our services. Leave us a comment and let us know what you enjoyed and what you did not like. Remember, Measure Manage is always willing and available to answer your questions.