As project coordinator we become very much part of the client's team, committed to achieving complete satisfaction by delivering the building on time and on budget.
This is a client centred function and starts with a discussion to establish space requirements, specific operating issues, quality, timing, budget costs and other matters such as life cycle costing. Out of these discussions the team structure can be formulated to establish the key members, architect, planning consultant, structural engineer, mechanical engineers etc. The team may of course be expanded as the project advances and of course we will help with selection, recommendation and appointment of the other team members, including negotiating their fees if required.
An essential element in ensuring a satisfactory outcome is to maintain good communication with the whole project team; and, early on, to develop a detailed programme. The programme has to include 'milestones" for the agreement of concept designs, detailed plans, planning and other consents, as well as pre- and post-contract activities. As the project progresses we keep the programme under constant review in order that the team is aware of deviations and can work to correct any slippage. Finally progress with the construction work is monitored as well as costs and the performance of the professional team.
The role includes establishing project procedures and developing a management framework that ultimately draws in the contractor. It includes setting up regular meetings, procedures for issuing instructions and their approval, preparation and circulation of agenda and minutes. It also establishes responsibility for quality control, inspection of work and materials to ensure compliance with drawings and specifications.
As the building phase draws to a close coordination is required to ensure that handover is undertaken in accordance with any pre-contract criteria, including the discharge of planning conditions, the possible inspection by landlords, or tenants or funding institution representatives. Handover also requires presentation of maintenance manuals, the issue of "as-built" drawings, test certificates and guarantees; it may also require training for maintenance staff in the operation of plant and equipment. We maintain contact after handover, during the 'liability period', to ensure that all defects are dealt with satisfactorily.
Finally, as project coordinator, we can take a lead role in the client's relocation or occupation of the building including organising fit-out works and phased removals.