Project administration · General contracting
Keep the job file complete and current.
Submittal logs, RFI registers, daily reports, and owner correspondence scatter across Procore, email, and the PM's head. An audit or a claim is what finally exposes the gaps.
The reality
A project lives or dies by its paper trail.
When the owner disputes a delay or the close-out checklist comes due, the team scrambles through Procore, Outlook threads, and a shared drive to reconstruct who said what and when. Missing daily reports and unlogged directives become the difference between a paid claim and an eaten cost.
The operator owns the project record end to end. It logs every RFI, submittal, ASI, and owner email against the right contract, keeps the document control register current, and surfaces what is missing before it becomes a hole in the file at close-out.
How the operator runs project administration
Job 2024-118 · Document control
structuring- Prime contract + exhibits filed
- Submittal register created
- RFI log — linking spec sections
01Open and structure the job file
Sets up the document control register in Procore, maps contract docs, and establishes RFI, submittal, and daily-report logs.
Correspondence · Owner
logging- ASI-014 distributed to subs
- Daily report 06/14 attached
- Owner directive — logged as PCO
02Capture every directive
Logs owner emails, ASIs, field directives, and daily reports against the right contract item the moment they land.
Close-out checklist · Job 2024-118
chasing- As-built drawings received
- Mechanical warranty filed
- Final lien waiver — requested from sub
03Drive close-out
Chases O&M manuals, warranties, as-builts, and lien releases, flagging every gap before substantial completion.
The outcome
−55% project-admin work off the team
Every project fully documented and on track.
- Every RFI, submittal, and directive logged against the right contract item
- Missing daily reports and unsigned directives caught before they become a claim
- Close-out documents chased down before substantial completion, not after
Common questions
Project administration
- What does the Project administration operator do?
- The operator owns the project record end to end. It logs every RFI, submittal, ASI, and owner email against the right contract, keeps the document control register current, and surfaces what is missing before it becomes a hole in the file at close-out.
- What impact does the Project administration operator have?
- −55% project-admin work off the team. Every project fully documented and on track.
- How does the Project administration operator work?
- Sets up the document control register in Procore, maps contract docs, and establishes RFI, submittal, and daily-report logs. Logs owner emails, ASIs, field directives, and daily reports against the right contract item the moment they land. Chases O&M manuals, warranties, as-builts, and lien releases, flagging every gap before substantial completion.
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