What a Contract Administrator Actually Does

by | Jun 16, 2008 | Contract Administration and Major Works

If you are about to sign a building contract for repairs, a refurbishment or a new building, you will often see a role called the contract administrator. Clients sometimes assume it is a formality, or that the builder will look after everything. In practice, the contract administrator is the person who makes the contract work, fairly and on time.

Before the contract is signed

  • Advising on the right form of contract, such as a JCT Minor Works or Intermediate contract.
  • Preparing the specification and drawings so that tenderers price the same work.
  • Running the tender, comparing prices and checking for errors and exclusions.
  • Preparing the contract documents for signature.

During the works

Once work starts, the contract administrator acts under the terms of the contract. The role usually includes:

  1. Issuing instructions, including variations when the client wants a change or the unexpected is found.
  2. Valuing the work and certifying interim payments, so the contractor is paid for what has been done and no more.
  3. Dealing with delay, by assessing claims for more time fairly and in line with the contract.
  4. Inspecting the work at appropriate intervals and raising defects as they arise.
  5. Running progress meetings and keeping a clear written record.

An important point is that, when making decisions under the contract such as valuations and extensions of time, the contract administrator must act fairly between the parties, even though they are appointed and paid by the client.

At the end

  • Certifying practical completion when the work is complete.
  • Managing the rectification period and the defects list.
  • Agreeing the final account and issuing the final certificate.

Why it matters

Most disputes in building work come from unclear instructions, poor records or payment disagreements. A good contract administrator prevents them by setting the job up properly and keeping control of change, cost and time. For the client, that means fewer surprises and a final account that can be explained line by line.

See our Contract Administration service, and how we saw a maltings conversion and new build through to completion. The JCT website lists the standard forms of contract.