What Is Construction Administration? Why It’s Important and Key Responsibilities

Construction administration is a crucial facet of the building process, ensuring that construction projects are carried out according to plan, on budget, and in compliance with legal standards. This role involves overseeing the contract between the project owner and the general contractor, making sure that the construction adheres to the agreed terms from start to finish. 

The importance of construction administration lies in its ability to manage the complexities of a construction project, from ensuring compliance with building codes to managing changes and coordinating between various stakeholders.

It acts as a bridge between the conceptual design provided by the architects and the physical construction carried out by contractors, ensuring that the whole project team’s goals are met effectively running smoothly and efficiently.

 

What Is Construction Administration?

Construction administration involves managing and overseeing construction projects to ensure they are completed on time, within budget, and according to specifications. This process includes coordinating between architects, contractors, and clients, managing contracts, supervising work progress, and ensuring compliance with building codes and safety regulations. 

Construction administrators also handle documentation, such as change orders signed contract, and project reports, and address any issues during construction. Their role is crucial in maintaining quality control and ensuring effective communication among all parties involved, facilitating the smooth execution and completion of construction projects.

 

Construction Administration vs. Construction Management

Construction administration and management are integral parts of a construction and project team, serving complementary yet distinct roles crucial for the project’s success. Understanding their differences and how they collaborate can provide deeper insights into the construction asset management process.

Construction administration typically falls under the responsibility of the project’s architect. The architect, often hired by the project owner or construction contract administrator, ensures that the construction adheres to the designs and specifications outlined in the project plans. They focus on the qualitative aspects of the project, such as compliance with the design intent and architectural integrity.

On the other hand, construction management is generally the domain of the general contractor. The contractor is usually selected through bidding and responsible for the construction operations. This role in construction administration focuses much more on quantitative aspects, such as project scheduling, budgeting, and physical construction activities.

In essence, while the project manager or construction administrator ensures the project is being built as designed, the construction manager oversees the day-to-day operations to ensure the project is completed on time, within budget, and according to the contract specifications. Together, they ensure that the project manager’s vision and practical aspects are realised effectively.

 

Project Roles for Construction Administration and Construction Management

Construction Administration is primarily concerned with ensuring that all aspects of the construction contract are adhered to during the pre-construction and construction phases. Key roles include the Construction Administrator or Architect, a lead engineer who has design plans, oversees contract compliance, reviews submittals and inspection reports, and acts as a mediator between the owner and the contractor to ensure the project adheres to the contractual agreement.

Construction Management, on the other hand, involves the overall planning, coordination, and control of a construction project from start to finish. The Construction Manager or General Contractor is responsible for managing the construction site, overseeing subcontractors, ensuring the project stays on schedule and within budget, and handling all the information day-to-day operational aspects of the project.

 

Why Is Construction Administration Important?

Construction administration ensures that projects are completed successfully, efficiently, and to the highest standards. It helps maintain clear communication and coordination among all parties involved, reducing the risk of misunderstandings and errors.

Effective construction administration ensures adherence to timelines and budgets, minimises delays and cost overruns, and ensures compliance with building codes and safety regulations. It also provides quality control, ensuring the work meets the specified requirements and standards. Overall, construction administration is essential for managing risks, resolving issues promptly, and achieving the desired outcomes in construction projects.

 

Construction Administrator Responsibilities

A Construction Administrator plays a crucial role in successfully executing construction projects by ensuring that all aspects are managed efficiently and according to plan. Here are a few important construction administrator responsibilities: 

Submittal Packages

Construction administrators manage the submittal process, ensuring that architects and engineers approve materials, equipment, and shop drawings before use. This step verifies that all components meet project specifications and standards.

Change Orders

They handle change orders, documenting modifications to the original project scope, budget, or project timeline. This involves coordinating approvals, updating contracts, and communicating changes to the project information all stakeholders to ensure smooth implementation.

Building Codes

Construction administrators ensure compliance with local, state, and federal building codes and regulations on job site. They regularly review plans and site activities to prevent violations and promptly address compliance issues.

Subcontractor Management

They oversee the team and subcontractors, ensuring they adhere to project schedules, quality standards, and safety protocols. This includes regular meetings, coordinating tasks, resolving disputes, and monitoring performance to maintain project continuity.

Supplier Sourcing

Construction administrators are responsible for sourcing reliable suppliers for materials and equipment. They negotiate contracts, ensure timely deliveries, and manage supplier relationships to avoid project delays and maintain quality standards.

 

Request for Proposal (RFP) Template

A Request for Proposal (RFP) template is a document that helps you outline the project’s scope, requirements, and selection criteria, ensuring that all parties have a clear understanding of the client’s expectations and deliverables. This structured approach helps compare bids and select the most suitable vendor based on project needs and organisational goals.

 

(Download Free Request For Proposal Template)

 

5 Elements of Construction Administration

Construction or construction administration phase is a critical phase where architects and administrators collaborate closely to ensure the design intent is realised in the construction process. They serve as the client’s advocate, ensuring that the project is constructed as specified, within budget, and in compliance with all regulations. Here are five essential elements of construction administration:

Reviewing Submittal Packages: 

Construction administrators are responsible for reviewing and approving submittal packages, which include detailed construction documents, material samples, and shop drawings. These package design documents, often comprehensive for systems like plumbing or electrical, are scrutinised to ensure they align with the project’s specifications. Administrators coordinate with architects to approve these submittals, ensuring the construction aligns with the design vision and contractual obligations.

Approving Change Orders: 

Change orders occur when modifications to the original plan are necessary, impacting the project’s cost and timeline. Construction administrators evaluate these proposals to ensure they meet the client’s requirements and budget constraints. They work with architects who can approve these changes, ensuring that any alterations are justified and well-documented.

Enforcing Building Codes:

 A key role of construction administration is to monitor the project for compliance with all applicable building codes and environmental regulations. This includes overseeing the installation of systems to meet efficiency standards and ensuring that all construction practices are environmentally sound and legally compliant.

Sourcing New Suppliers: 

When original materials are unsatisfactory or discontinued, construction managers and administrators source alternative suppliers. They evaluate potential replacements to ensure these materials meet the project’s quality standards and budget. Administrators may also approve recommendations from general contractors, ensuring that the alternatives are appropriate and cost-effective.

Problem-solving: 

Construction administrators act as proactive problem solvers, addressing any issues arising during construction. Whether it’s a contract discrepancy, a supply delay, unforeseen conditions or unexpected site conditions, they quickly devise solutions to keep the project on track and within budget. Their flexibility and quick decision-making prevent delays and ensure the project adheres to its scheduled completion.

 

Powerplay Helps With Construction Project Management

Powerplay is a finished product designed to streamline construction project management through advanced technology solutions. Here’s how it effectively supports project managers in delivering projects efficiently:

High-Level View with Real-Time Dashboards: 

Powerplay provides real-time dashboards that offer a comprehensive overview of the entire project at a glance. These dashboards display critical data such as project status, budget usage, and timelines in real-time collaboration, enabling project managers to make informed decisions quickly and maintain oversight over all aspects of the project.

In-Depth Data Analysis with Customisable Reports: 

The platform allows users to dive deeper into project metrics with customisable reports. These tools enable managers to analyse specific data points, from resource allocation to cost management, providing insights that help fine-tune project strategies and identify potential issues before they escalate.

On-Time and On-Budget Project Delivery: 

Powerplay equips project managers with tools to monitor project timelines and budgets closely. The software’s predictive analytics and alert systems help preemptively identify delays and budget overruns, allowing for timely interventions. This ensures projects are delivered on schedule and within the financial boundaries set by stakeholders.