Project Management And Contract Administration


In our experience, effective project management stems from building strong, long-term relationships with our clients. This can be done by fully understanding our Clients expectations and the key requirements and drivers of the project, we can successfully plan, organise and manage it from inception to completion.

Once a project has been designed, competitively tendered and a contract drawn up between the Client and Contractor, it is essential that the project is professionally ‘managed’ throughout the construction period on site, through to completion, “sign-off” and agreement of the Final Account.

GEA’s Project Management Services are provided “in house” giving our Clients a single point of contact as the Contract Administrator for the management and co-ordination for the Project.

Our aim is to deliver any Project on time, within budget and to the best possible standards of workmanship.


GEA can act as the lead Consultant on a wide range of projects, managing the other members of the project team from inception, through the procurement process to construction on site and agreement of the Main Contractors Final Account.

GEA provide the Cost Management and Project Management disciplines and manage the other consultants under the GEA ‘umbrella’ to include:

  • Architectural Services
  • Structural Engineering Services
  • M&E Surveys
  • Health and Safety Consultancy Services
  • Environmental Consultancy Services


  • Project Co-ordination and Management
  • Project Control and Programme Management
  • CDM Principal Designer
  • Contract Administration
  • Site Appraisals and Acquisition advice
  • Selection and Appointment of Consultants
  • Advice on Contractor Selection
  • Facilities Management
  • Claims Consultancy
  • Risk and Value Management
  • Total Cost Control


When managing a construction project there are certain objectives the Client should consider. They can be broken down into four distinct stages. GEA will take the following steps to organise your successful construction project.

1. Design

There are four integral parts to designing a construction project. It is the responsibility of the project manager to make sure your design meets with building codes and other regulations.

  1. The concept. What are the needs, goals and objectives of the project? You’ll be making decisions based on the size of the project, the site allocated for the build and the actual design of what your building.
  2. The schematic design. This is a drawing that identifies all the various parts, materials, sizes, colours, textures, etc. It includes the floorplan, elevations, etc., even a site plan. 
  3. Develop the design. This requires research. What are the materials to use? What equipment will be needed? How much are the materials? You’ll be refining the original drawings from the previous stage now to reflect these decisions. Knowing local building codes and adhering to them will be important at this stage.
  4. Get the contract documents together. These are the final drawings and construction specifications. These will be used by specialist contractors to tender for the works.

2. Pre-construction

Once the tenders are accepted, but before ground is broken, you will have these three steps to work on.

  1. Assign a project manager. Do this if it hasn’t already been determined. Sometimes a project manager is on board early and participates in the first stages of a project, while other times they aren’t hired until the design is complete.
  2. Determine the rest of the personnel. Find a Contract Administrator: this is the person who assists the project manager.
  3. Investigate the site. Check to see if anything needed. The site must be ready for the construction, which might mean dealing with environmental issues, such as the suitability of the soil for construction, asbestos R&D surveys etc.

3. Procurement

You now have the right people to carry out the works and you’ve planned for the construction and materials necessary to complete it. Now you must purchase those materials and equipment. This might be the responsibility of the principal contractor or subcontractors, depending on the organisation of the business doing the construction.

GEA will manage the Tender Process, analyse tenders received and make recommendations via a Tender Report, for the Client to appoint the most competitive and suitable contractor to carry out the works.

4. Construction Phase

Finally, you are ready for the build! But first you have a pre-construction meeting to deal with work hours, the storage of materials, quality control and site access. Then get everyone on site and set up.

GEA will chair and minute the pre-commencement meeting to establish the access to the site, compound area etc. and to ensure that the selected contractor have all the necessary insurances and approvals in place before commencement of works.

Once a commencement date has been agreed and the form of contract adopted and signed by both parties, GEA will provide full Post Contract Services to the Client throughout the Contractors period on site, as follows:

  • Weekly site visits to monitor progress.
  • Monthly site meetings chaired by GEA with minutes.
  • Monthly valuations to agree payments on account with the Contractor.
  • Agree value of any variations or expenditures of and Provisional Sums.
  • Monthly Financial Reports indicating anticipated final costs.
  • Monthly monitoring of CDM requirements, Health and Safety obligations.
  • Agreement of Final Account.
  • Provide ‘snagging’ list and ‘sign-off’ at Practical Completion.
  • Completion of Health and Safety File with warranties, instruction manuals and final ‘as-built’ drawings.