Once planning is approved, drawings are ready, and you have chosen a builder, there is one more decision to make: who is going to manage the build? Contract Administrator or Project Manager. Who do I need?

Most homeowners assume the builder handles everything or that they can keep an eye on it themselves. But as the project gets underway the emails multiply, decisions pile up, costs creep in, and delays start brewing. 

This is where a Contract Administrator (CA) or Project Manager (PM) can make all the difference. 

Let’s break down what each role does, how they are different, and whether you need one for your build.

WHAT IS A CONTRACT ADMINISTRATOR? 

A Contract Administrator is the person who oversees the legal agreement between you and your builder. 

If you are using a formal contract (which you absolutely should), the CA: 

• Issues the contract documents 
• Checks the builder’s work matches the agreed scope 
• Approves payment stages and certificates 
• Records any changes to the works 
• Manages delays, disputes, or variations 
• Makes sure the project stays legally compliant 

They act as a neutral third party, not biased towards you or the builder, and ensure both sides stick to what was agreed. 

At Tholos Architects, we often take on this role for clients whose projects we have designed. This allows for continuity as we are already familiar with the drawings, approvals, and design intent.

What Is a Project Manager? 

A Project Manager, on the other hand, takes a broader, more hands-on role. 

They are responsible for the day-to-day running of the project, including: 

• Scheduling the works 
• Coordinating trades and deliveries 
• Monitoring progress and site activity 
• Managing budget and timelines 
• Solving problems on the fly 
• Communicating between all parties 

Some CAs will also act as PMs, but not always. And not all Project Managers are qualified to administer contracts. 

But some more experienced and structured construction companies, even if small, do have project management procedures and staff in place to make sure their jobs are delivered efficiently. Needless to say these additional resources come at a premium, but generally help deliver a job in a more efficient way.

So, What’s the Difference? 

Here’s a simple way to look at it: 

You might not need both, but you definitely need someone looking after more than just the bricks and mortar.

Can’t the Builder Just Manage Everything? 

They will tell you they can, and some genuinely try. But keep in mind: 

• The builder is not impartial, they have a financial interest in the outcome 
• They may not highlight issues that cost them time or money 
• They won’t always chase paperwork or check compliance 
• If there is a dispute, you will be on your own unless someone is managing the contract, issuing instructions and keeping track of the site activities

Unless your builder is unusually transparent and proactive, relying on them alone can lead to missed details, rising costs, and awkward conversations.

Do I Really Need a Contract Administrator? 

If your project involves: 

• Multiple trades (e.g. builder, electrician, plumber, roofer) 
• A formal contract (like a JCT Homeowner Contract) 
• A tight budget that needs monitoring 
• Strict deadlines or staged payments 
• Previous bad experiences with builders 

…then yes, a CA is highly recommended. 

Homeowners often try to manage things themselves to save money,  but unless you are experienced in construction, contracts, and have time to visit the site regularly, the risks are high. 

Even on smaller jobs, having a CA can prevent disputes, keep costs in check, and give you peace of mind. 

What About a Project Manager? 

If your build is complex, or you are not local to the site, a Project Manager can be a valuable extra layer of support, especially if you don’t have the time or inclination to make daily calls and site visits. 

Some homeowners choose to appoint a builder-led PM, but we always recommend at least having someone independent (your architect, for example) checking in and protecting your interests. 

How Much Does It Cost? 

Costs vary depending on the scope of the project and the level of involvement you want. As a rough guide: 

• Contract Administration:
  💷 £2,000 – £8,000 (or a fixed percentage of the construction cost)
  Often built into your architect’s package if they offer full services. 
• Project Management:
  💷 £3,000 – £15,000+
  Depends on complexity, duration, and whether they are full-time or part-time. 

Think of it as an insurance policy. A small upfront cost to protect against overspending, poor work, or legal issues down the line. 

What We Offer at Tholos Architects

We act as both Contract Administrator and, when needed, light-touch Project Manager for many of our clients. 

We: 

• Set up your contract with the builder 
• Certify payments so you only pay for completed work 

• Carry out regular site inspections and site meetings
• Coordinate with the Contractor’s Project Manager or Site Manager
• Spot and resolve problems early 
• Keep everything on track 
• Take the pressure off you 

With us you stay informed regularly, without becoming the full-time project manager of your own home. 

In Summary 

Not Sure What’s Right for You? 

We’ll happily talk you through it. 

📞 Book a free 30-minute consultation
We’ll explain how contract administration works, what support you might need during construction, and how to keep things running smoothly.