Contract Administrator

What is a Contract Administrator?

The purpose of a Contract Administrator is to administer a construction contract impartially. The role of a Contract Administrator is often undertaken by a Commercial Building Surveyor as they have the relevant knowledge and expertise to deliver projects in a robust and efficient manner. The role of a Contract Administrator is often undertaken in conjunction with the role of lead designer, quantity surveyor, and/or project manager and a good Contract Administrator can incorporate these other disciplines into their services especially for projects of a smaller nature (typically under £1m pounds).

Contract Administrators are typically engaged on projects where a JCT Contract is being used. The most common types of contract where are a Contract Administrator is engaged is a JCT Minor Works Building Contract or a JCT Intermediate Form of Building Contract.

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What is does a Contract Administrator do?

A Contract Administrator will undertake a number of functions as part of their role. A Contract Administrator will normally be responsible for drafting the construction contract, and is sometimes supported in this by a client’s solicitors. Once the contract is in place, the Contract Administrator will be responsible for administering the contract in a neutral manner. The Contract Administrator will complete a number of the following functions:

Chair progress meetings and issue minutes
Review contractors proposed variations and issue contract instructions
Review valuations and issue certificates for payment
Review requests for extension of time and issue extension of time certificates
Review claims for loss and expenses
Assess whether practical completion has been achieved and issue a certificate of practical completion
Administer the rectification period and issue certificates of making goof and final certificate

As mentioned above, the role of a Contract Administrator is often undertaken in conjunction with the other disciplines, and therefore the services provided can be extended to include some level of architectural design, and writing of specifications. The Contract Administrators may get involved in the tender process and answer technical questions throughout the construction phase.

When do you need a Contracts Administrator?

Should a Contract Administrator be engaged just as a Contract Administrator then they should be engaged following the tender process once a contractor has been identified. The Contract Administrator can then review all relevant contract documentation and draft the construction contract and administer the project through to completion.

A more common approach is for the Contract Administrator to undertake the role of lead design and therefore they should be engaged at the conception stage of a project. The Contract Administrator can (as part of their wider role), complete various other reports including feasibility studies, concept design and detailed design.

Why do you need a Contracts Administrator?

A Contract Administrator is imperative as they provide an impartial voice between the client/Employer and the contractor. As a Contract Administrator is normally undertaken by a Commercial Building Surveyor who typically has other involvement in a project, they can provide robust and valuable advice to a client throughout a project, whilst ensuring that a contractor fulfils their contractual obligations.