Successful construction projects demand more than great design — they require seamless coordination and precise execution. Construction administration (CA) bridges the gap between vision and reality, ensuring every project phase delivers on schedule, within budget, and to specification.

Let's break it down further…

What is construction administration?

Construction administration is a critical process that ensures a building project is executed in accordance with the design, contractual agreements, budget, and schedule. CA is typically a collaborative effort involving architects, engineers, project owners, and general contractors.

CA plays a key role in: 

• Maintaining design integrity

• Meeting quality benchmarks

• Keeping the project timeline on track

• Managing changes effectively

• Minimizing the risk of costly errors or non-compliance with regulatory requirements

  
  

What is the construction administration phase?

The construction administration phase is the last phase of a construction project from start to finish. It is the phase of a project where the actual build takes place. It is the transition between design and execution where architects and engineers work closely with contractors to ensure every detail aligns with the original vision. 

What are the different phases of a construction project?

To fully understand construction administration, it helps to understand where and how it fits into the entire building process. 

Here are all the phases of a building project:

1. Schematic design 

This initial phase focuses on understanding the owner's requirements and defining the building's basic concept, such as shape and size, along with a preliminary idea of how it will look and function.

Key activities:

• The architect and owner discuss project goals, site conditions, and zoning requirements.

• Basic layouts, spatial relationships, and functional zones are established.

• Programming is done to define the size, location, and arrangement of spaces.

  
  

2. Design development 

This phase is about refining the schematic design into a more detailed version, finalizing the interior and exterior design as well as selecting building systems and materials.

Key activities:

• The architect revises the design for greater specificity.

• Engineering consultants (such as structural, mechanical, electrical, and civil) are engaged to coordinate building systems.

  
  

3. Construction documents 

In this phase, teams prepare a comprehensive set of technical drawings and specifications that are sufficient for pricing and constructing the project.

Key activities:

• Architects and engineers finalize technical designs and coordinate between all disciplines (structural, mechanical, electrical, and civil).

• Prepare permit drawings and “Issued for Bid” documents.

  
  

4. Bidding 

The bidding phase focuses on selecting a qualified contractor and finalizing the budget for the project.

Key activities:

• Sending “Issued for Bid” documents to contractors.

• The architect responds to contractor RFIs to clarify bidding documents.

• Addenda are issued to capture updates or changes made during the bidding process.

• Bids are assessed and a contractor is awarded the project, which is when construction commences.

  
  

5. Construction administration 

This final phase oversees the overall construction activities, ensuring the project adheres to the approved design, specifications, and contractual agreements while promptly resolving issues during construction.

Key activities:

• Reviewing submittals and RFIs to ensure compliance with design intent and resolve any contractor questions.

• Regular site inspections (e.g., bi-weekly or monthly) to monitor progress and confirm adherence to design intent.

• Issuing field reports to document site observations and maintain transparency.

• Managing change documents like Supplemental Instructions (SI), Proposed Changes (PC), and Change Directives (CD).

• Issuing change orders to document and authorize financial or contractual adjustments.

• Coordinating with third-party testing agencies to verify material quality and regulatory compliance.

• Architects review and certify payment applications submitted by the contractor.

  
  

What is the task of a construction admin?

While construction administration is often described as a phase in the construction process, it’s also a crucial role fulfilled by a construction administrator. This role is pivotal in maintaining a seamless workflow from preconstruction to project completion. Acting as the link between the owner, design team, and contractors, the construction admin ensures that every aspect of the project aligns with its intended design, budget, and schedule.

Let’s take a closer look at the key tasks a construction admin handles:

1. Preparation

Although CA is most visible during the construction phase, its groundwork often begins earlier. The construction administrator needs to ensure that all necessary approvals, plans, and contracts are in place before the actual construction begins. 

They oversee and approve critical documents, such as material specifications and submittals to confirm they align with the design intent. Construction administrators also review and approve alternative products or substitutions proposed by contractors. Their review ensures that substitutions maintain the project’s design integrity and comply with specifications while avoiding delays.

Another key task is collaborating with owners and contractors to align project budgets and schedules, ensuring realistic and achievable timelines. They are also responsible for securing permits and confirming that plans comply with local building codes and regulations, setting the stage for a project that’s ready to proceed without costly delays.

2. Execution  

As the project moves forwards, the admin shifts focus to monitoring and guiding the actual building process. Regular site visits are conducted to inspect progress, verify quality, and confirm adherence to the approved design. During these visits, any issues are flagged early to prevent disruptions.

When changes to the project scope or design arise, construction admins handle change orders, ensuring that all stakeholders are informed and in agreement before implementing adjustments.

Another key responsibility is to maintain comprehensive documentation like meticulous logs for inspections, certificates, and contracts that ensure transparency and compliance.

3. Closeout

As the project nears completion, the construction administrator ensures all final details are addressed and delivers a smooth handover to the owner. They oversee the punch list process, identifying any outstanding work that needs to be completed before the project is deemed finished.

Another key task of closeouts is final documentation, which involves delivering as-built drawings, maintenance and operations manuals, and compliance certifications to the owner.

What does an architect do during construction administration?

An architect’s role during construction administration is focused on preserving the project’s vision. They collaborate with consultants to integrate complex systems into the design, assess potential budget impacts of on-site changes, and suggest cost-effective solutions.  To ensure construction meets the original design intent, architects perform regular inspections, field reports, review shop drawings, and respond to RFIs proactively.

What programs do architects use?

Architects use programs like Part3, Procore, Bluebeam Revu, and Revit during the CA phase. These tools keep projects running smoothly and on-budget. From reviewing submittals and collaborate with GCs to project and document management, these are some of the most common apps used by architects.

Construction admin vs. contract admin

Construction administration and contract administration might sound like two sides of the same coin, but they refer to distinct concepts with different focuses. While construction administration oversees the construction process to ensure it aligns with the original project goals, contract administration focuses specifically on managing and enforcing the contractual obligations between stakeholders. Contract administration deals with tasks like tracking contract compliance and resolving disputes related to the contract. 

Construction administration vs. construction management

While construction administration and construction management are closely related, they serve distinct purposes within a building project.

Construction administration focuses on ensuring that the construction phase adheres to the approved design, specifications, and contract agreements. It is typically handled by architects, engineers, or designated construction administrators, who act as the owner’s representatives during construction. The goal is to safeguard the design intent, resolve technical issues, and ensure compliance with building codes and quality standards.

Construction management, on the other hand, focuses on overseeing the logistics, resources, and execution of the construction project. It is typically handled by the general contractor or a third-party construction manager, who coordinates subcontractors, materials, schedules, and budgets. The primary goal is to ensure the project is completed on time, within budget, and to the required quality standards.

Despite these differences, both roles are essential and complementary. Together, they create a balanced system of checks and collaboration, ensuring that the project gets completed efficiently and meets the expectations of all stakeholders.

Best practices for construction administration

Here are some of the top CA practices to help ensure a smooth and successful project. 

1.  Set specific, measurable goals

Vague objectives can lead to misaligned priorities or scope creep. Construction administrators must establish specific, measurable goals early in the project. For example, rather than simply aiming for "on-time completion," a clear goal might be "Complete the structural framework within 30 days to allow for early MEP installation." This level of specificity helps stakeholders focus their efforts and allows administrators to track progress against well-defined milestones.

2. Leverage technology

Using artificial intelligence in CA helps architects and engineers to focus on high-level decision-making while ensuring the project remains on track. For instance, AI-powered platforms like Part3 can assist with automating submittal reviews and tracking RFIs, ensuring timely responses and reducing bottlenecks. These tools also improve collaboration by consolidating project data into a centralized platform, providing real-time updates for all stakeholders. 

3. Use field report apps

These apps help you capture photos, annotate drawings, and generate detailed field reports directly from your mobile devices while on-site. If you identify a structural issue during a site visit, you can document it with photos, tag the relevant location on a digital plan, and immediately share it with the design and construction teams. By eliminating the lag between site observations and team communication, field report apps improve transparency and help resolve issues faster.

Make construction administration easier with Part3

Construction administration can quickly become overwhelming with the volume of RFIs, submittals, site observations, and change orders requiring constant attention. Part3 simplifies these tasks by providing a unified platform designed specifically for the needs of architects and engineers. Instead of juggling spreadsheets, email threads, and manual reports, Part3 helps you with:

• Automated workflow management

• Real-time team collaboration

• Mobile-first field reporting

• Intelligent document handling 

• Change order management

• Certificates for payment creation

• Pricing management

Ready to transform your construction administration? Get started with Part3 today!