Houston Construction Administration Services

Construction administration refers to the oversight and management of a construction project after the design phase and during the actual building process. It involves ensuring that the project is built according to the plans, specifications, and contract agreements.

At GRA-Gulf Coast Construction, our project administration includes a wide range of activities aimed at keeping the project on schedule, within budget, and meeting the client’s needs and quality standards. By handling these critical administrative functions for you, we free you to focus on your core business while we ensure your Houston construction project progresses on time and within budget. Essentially, our goal is to make sure that your vision becomes a reality as smoothly and efficiently as possible.

Custom Team Setup for Your Construction Project

When it comes to your Houston construction project, a one-size-fits-all team simply won’t cut it. Each project has unique demands, and that’s why we always put together a team whose specific skills and experience perfectly align with the needs of your build. Construction administration will be one of the key roles in your team.

The foundation of this lies in thoroughly understanding your project’s requirements. Whether it’s a complex industrial facility or a high-end commercial space, the team’s necessary expertise will vary significantly. We consider the following factors when putting together your team:

1. Project Type (Industrial vs. Commercial): As we’ve discussed, the knowledge base for these sectors differs greatly. Industrial projects might require expertise in heavy structural elements, process piping, or specialized machinery installation. Commercial projects often require a focus on MEP systems, aesthetic details, and public-facing regulations.
2. Project Size and Complexity: A smaller retail build will have different management needs than a multi-building campus. Larger, more complex projects often benefit from dedicated specialists in areas like scheduling, logistics, or quality control.
3. Required Support Services: From land acquisition to in-depth pre-construction estimating to integrated design-build services, we have experienced resources ready to serve you.
4. Unique Project Needs: This could include specific material expertise (like pre-engineered metal buildings or tilt-wall construction), sustainability requirements, or specialized safety protocols.

Pre-Construction Meeting Facilitation

Our construction administration team helps set the stage for a successful Houston construction project from the outset. The pre-construction meeting with you is an essential first step here.

First, we create and manage the agenda for our initial meeting. We compile and distribute essential documents for review. This includes drafts of the project schedule, contract agreements, permit information, communication protocols, safety regulations, and any specific project requirements.

A key objective of this meeting is to define how communication will flow throughout the project. We help establish this by outlining reporting procedures, identifying key points of contact for different issues, and setting expectations for response times. Our pre-construction meeting is also an opportunity for us to outline the administrative processes that will be followed throughout the project. This includes procedures for submittals, RFIs (Requests for Information), site access, and other logistical considerations. Lastly, we facilitate the review of contractual obligations, including payment schedules, change order processes, and quality control procedures. This proactive approach minimizes potential misunderstandings and disputes later in the project.

During the meeting, a construction administration professional is responsible for documenting all decisions, action items, and agreements reached. We then distribute these meeting minutes to all attendees so everyone has a clear record of the initial project framework.

Preparing and Maintaining Construction Documentation

Construction administration acts as the central hub for all project-related documentation in support of our project management team. A strong attention to detail in preparing and maintaining these records is fundamental to ensuring transparency, accountability, and compliance for your build. This documentation creates a framework that keeps the entire project team organized and informed.

Standard Construction Documents

• Contracts: The initial agreement, outlining scope of work, payment terms, schedules, and legal obligations. Maintaining these involves tracking amendments, addenda, and ensuring all parties have the latest versions.
• Drawings and Specifications: Architectural and engineering plans detailing the design and materials. We manage and distribute the correct, up-to-date versions and communicate any revisions.
• Permits and Approvals: Documentation obtained from local authorities allowing the construction to proceed. Maintaining these involves tracking expiration dates and managing any necessary renewals or amendments.
• Submittals: Documents submitted by subcontractors and suppliers for review and approval (e.g., material samples, shop drawings). We manage the submission process and track approvals.
• Change Orders: Formal documents outlining modifications to the original scope of work, including changes in cost and schedule. We prepare, track, and get proper authorization for all change orders.
• Inspection Reports: Records of inspections conducted by various authorities or the project team to ensure compliance with codes and specifications. Maintaining these involves organizing reports, tracking any deficiencies, and verifying that corrective actions are taken.
• Safety Documentation: Plans, procedures, and records related to site safety, including safety meetings, incident reports, and training logs.

Payment Vouchers/Bills of Lading/Accounts Receivable

Financial documentation is a critical aspect of construction administration.

• Payment Vouchers: Documents prepared to authorize payments to subcontractors, suppliers, and other vendors. We make sure that these vouchers are supported by proper documentation (e.g., invoices, lien waivers) and are processed according to the contract terms.
• Bills of Lading: Receipts provided by carriers confirming the shipment of materials to the construction site. Maintaining these helps track deliveries, verify quantities, and resolve any discrepancies.
• Accounts Receivable: Managing invoices sent to the client for work completed, tracking payments received, and following up on outstanding payments.

Project Journals (Weekly and Daily)

These are chronological records of activities, observations, and events that occur on the construction site. They serve as ongoing communication tools as well as important legal records. Our construction administration team collects, organizes, and shares these logs as needed.

• Daily Journals: Typically kept by the site superintendent or field supervisor, these logs detail the day’s activities, including work performed by different trades, equipment used, deliveries received, site conditions (weather, visitors), any issues encountered, and safety observations. Accurate daily journals are valuable for resolving disputes or tracking delays.
• Weekly Journals: These summarize the key activities and progress of the week, often highlighting milestones achieved, upcoming tasks, potential roadblocks, and any significant decisions made. Weekly journals provide a higher-level overview for project managers and stakeholders.

State and Federal Documentation

Construction projects in Houston are subject to various state and federal regulations. Construction administration is responsible for identifying, preparing, and maintaining any required documentation needed for regulatory compliance and to avoid any legal penalties. This can include:

• Labor Laws: Records related to employee wages, hours worked, and compliance with fair labor standards (e.g., prevailing wage requirements).
• Environmental Regulations: Documentation related to stormwater management, waste disposal, and adherence to environmental permits.
• Safety Regulations: Records of safety training, inspections, incident reports, and compliance with Occupational Safety and Health Administration standards.
• Tax Documentation: Records related to sales tax, payroll taxes, and other relevant tax obligations.
• Equal Opportunity and Non-Discrimination Compliance: Documentation related to hiring practices and adherence to equal opportunity laws.

Press Releases/Project Reports

As needed, our administration team may also be involved in creating external communications about the project’s progress and milestones, such as press releases issued to the media to announce significant project milestones, groundbreakings, or project completion. They may also prepare comprehensive summaries of the project’s status for you as the client or other key stakeholders. These reports generally include progress against schedule, budget status, key achievements, potential risks, and upcoming activities.

Work with a Well-Organized Houston Construction Company

The administrative demands of a construction project are relentless. Partner with GRA-Gulf Coast Construction and let us expertly manage that burden for you. Contact us today to discuss your Houston commercial or industrial construction project.