FAQ

A building project manager (PM) plays a vital role in ensuring a construction or renovation project is delivered efficiently, on time, within budget and to the required quality standards. Acting as the link between the client, designers, contractors, and suppliers, the PM oversees every stage of the project from planning through to completion.

Hiring a project manager is one of the smartest investments you can make for your build. They bring clarity, structure and confidence to the entire process; improving communication, managing risks, solving problems quickly and keeping your project on time and on budget. With expert planning, coordination and leadership, a project manager ensures your builder or contractor delivers exceptional results efficiently and cost-effectively.

By taking care of the day-to-day challenges and decision-making, they remove the stress and pressure that often come with managing a construction project. And because they work independently from the builder, you can be assured your best interests are always their top priority, giving you complete peace of mind from start to finish.

Project Oversight

The project manager is responsible for managing all aspects of the project lifecycle, from initial planning and design coordination to construction and handover.
They work closely with architects, engineers, contractors, and consultants to ensure all parties are aligned with project objectives and deliverables. Effective coordination and communication are essential to maintaining progress and avoiding costly delays.

Financial Management

One of the PM’s core duties is cost control. They prepare and manage budgets, track spending, and monitor any variations to keep the project financially sound.
By reviewing and evaluating contractor and supplier quotes, they ensure value for money and mitigate the risk of overspending or unexpected costs.

Contractor and Team Management

A project’s success depends on how well its teams work together. The PM selects and coordinates contractors, consultants and key stakeholders, ensuring everyone understands their responsibilities. They provide regular updates on progress, costs and potential issues, while facilitating meetings to maintain clear, timely communication across all parties.

Risk Management

Construction projects carry inherent risks, from cost variations to scheduling delays. The PM identifies and minimises these risks early by closely monitoring progress and maintaining strong contract management practices. As a contract administrator, they manage project documentation, handle variations and claims, and resolve disputes efficiently to protect the client’s interests and maintain project stability.

Quality Assurance and Compliance

Ensuring high-quality outcomes is a fundamental responsibility. The PM conducts regular site inspections to verify that all work complies with approved designs, specifications, building codes and safety standards. They oversee quality control processes and when required, engage independent inspectors to maintain objective standards and reduce the risk of defects or rework.

Problem Solving and Decision Making

No project runs perfectly from start to finish. The project manager anticipates challenges, addresses them promptly and makes informed decisions that balance time, cost and quality priorities. Their technical expertise enables them to guide clients confidently through complex situations and ensure the best possible outcomes.

Project Completion and Handover

As the project nears completion, the PM oversees the completion phase, ensuring all final inspections and defect rectifications are completed. They compile and deliver essential documentation, such as as-built drawings, warranties and compliance certificates, ensuring a smooth and professional handover to the client.

In Summary

A building project manager’s responsibilities extend across every stage of a project, combining leadership, technical knowledge, and strategic oversight. Their goal is to deliver a project that meets design intent, adheres to budget and schedule and achieves the highest standards of quality and safety, all while representing and protecting the client’s best interests.

Building project management services are provided by professionals and organisations with the skills, experience and technical knowledge to plan, coordinate and oversee construction projects from start to finish. The specific provider you choose can vary depending on the size, complexity and type of your project, from small residential builds to large-scale commercial developments.

Here’s an overview of the main types of professionals and firms that offer project management services:

Independent Project Managers

Independent building project managers (also known as client-side PMs) operate separately from builders, architects, or contractors. They act impartially by following the contractual processes in the JCT contract ensuing the client’s interests are protected. This unbiased oversight across budgeting, contracts, quality, and scheduling ensures the process is handled fairly and smoothly.

These professionals often come from backgrounds in construction management, quantity surveying, or engineering. They’re ideal for property owners, developers and investors who want transparency, accountability and full control over their project decisions.

Best suited for: Homeowners, property developers and small-medium commercial projects seeking independent advice and representation.

Construction Management Firms

Larger construction management firms or consultancies offer project management as part of a suite of services, often including design coordination, cost planning and site supervision.

They typically manage medium-to-large commercial, industrial, or infrastructure projects and employ multidisciplinary teams of engineers, estimators and project coordinators.

Best suited for: Commercial or complex projects requiring comprehensive oversight and technical depth.

Architectural and Design Practices

Some architectural firms provide project management support alongside their design services. While their primary focus is on design, they may help oversee project delivery to ensure that the builder adheres to design intent, materials and aesthetic standards.

However, their management role is usually limited compared to an independent PM, as they often focus on design quality rather than budget or contract administration.

Best suited for: Smaller projects where maintaining design integrity is the top priority.

My builder or contractor offers project management, how does this differ from your services?

Many builders/contractors offer in-house project management as part of their service. This can be convenient since they handle both management and construction under one roof but it’s important to know the difference between independent client side project management and a contractor led project management service. The management a builder or contractor requires during a build relates to the organisation of their trades and sub-contractors on site and the daily running of their ‘back of office’. This is integral to the delivery of the build. Independent client side project management works alongside this as a builders project manager will be focusing on their own business operations and therefore, their advice may not always be fully independent. This is why some clients prefer to appoint an external PM to act as their advocate and oversee the builder’s performance objectively.

Best suited for: Straightforward residential or turnkey projects with a single main contractor.

Specialist Consultants or Quantity Surveyors

Some specialist consultants, such as quantity surveyors or construction cost planners, also offer project management services, particularly around budgeting, procurement and contract administration.

Their strength lies in cost analysis and financial control, making them valuable on projects where budget discipline is the top priority.

Best suited for: Clients seeking strong financial management and cost certainty.

In Summary

Building project management services are available from a range of professionals, from independent consultants to large construction firms.

The right choice depends on your project’s scope, complexity and desired level of independence.

For most private clients and developers, an independent building project manager provides the greatest benefit: expert guidance, clear communication and unbiased representation to ensure the project is delivered on time, on budget and to the desired quality.

Choosing the right independent building project manager (PM) can mean the difference between a smooth, successful build and a stressful, costly one. Your PM acts as your advocate, managing budgets, timelines, quality and compliance - so it’s vital to choose carefully.

Experience and Reputation: Look for a PM with proven experience on projects similar in type and scale to yours. They should understand construction methods, contracts and building codes, and be able to demonstrate how they’ve solved challenges and delivered successful outcomes. Ask for client references or case studies and check reviews or testimonials to gauge reliability and performance.

Independence: Ensure your PM has no financial ties to builders, designers, or suppliers. Their independence ensures all advice and decisions are made solely in your best interest.

Fees and Transparency: Discuss fees upfront, whether fixed, hourly, or percentage-based and confirm what’s included in their scope. Transparency builds trust and helps avoid surprises later.

Qualifications and Insurance: Choose a qualified professional with credentials in construction management or a related field, plus relevant memberships (AIPM, RICS, and CIOB). They should hold professional indemnity insurance for your protection.

Personal Fit: Finally, choose someone you feel comfortable with. The best PMs listen, communicate honestly and act as true partners, protecting your interests from start to finish.

A building project manager (PM) acts as your independent advocate, ensuring your construction or renovation is delivered on time, on budget and to a high standard. Here’s how they add value at every stage:

• Representing Your Interests - An independent PM works for you not the builder, ensuring every decision aligns with your goals, budget and expectations.
• Controlling Costs - They prepare and monitor budgets, review quotes and manage variations to prevent overspending and keep finances transparent.
• Managing Time - Your PM coordinates all trades and suppliers, resolving scheduling issues quickly to keep the project moving.
• Ensuring Quality - They inspect workmanship, verify compliance with building codes and address issues before they become costly defects.
• Handling Contracts & Risks - The PM manages contracts, variations and disputes, protecting you from legal or financial risks.
• Coordinating Stakeholders - They keep architects, engineers and contractors aligned, reducing miscommunication and delays.
• Providing Transparency - You receive regular progress and budget updates, giving you full visibility and confidence throughout.
• Bringing Expertise & Peace of Mind - With experience across all project types, a PM anticipates challenges, solves problems efficiently and ensures the process runs smoothly.

Typical fee structures

The way fees are calculated depends on the type of services you engage.

• Pre-construction services are generally charged as a fixed fee or on an hourly basis.
• Construction-phase services are usually expressed as a percentage of the total build cost.
  
  • Smaller projects typically range from 7% to 10% of the construction value.
  • Larger or more complex builds often see reduced percentages, usually around 3% to 6%.

What influences the fee?

Your final fee will depend on several factors, including:

• Project size – Larger projects tend to have lower percentage fees.
• Complexity – More trades, technical requirements, risk, or high-end finishes demand greater coordination and may increase the fee.
• Scope of services – Full lifecycle management (design, procurement, construction, and close-out) costs more than limited or part-time involvement.
• Duration and stakeholder load – Longer programs or projects with multiple parties require more oversight.
• Experience of the project manager – Highly experienced professionals offer refined systems, stronger problem-solving skills, and proven delivery. Their involvement typically reduces risk, improves efficiency, and can deliver better long-term value—reflected in a higher percentage fee.
• Location and market conditions – Regional labour rates and local industry norms can influence pricing.

Cost control starts well before construction begins. With the right planning and oversight, you can avoid unexpected costs and stay on budget.

• Engage an independent project manager – They’ll prepare a detailed scope, review quotes, track costs, and hold the builder accountable for time, quality and budget.
• Set a clear, realistic budget – Include all design, approval and construction costs, plus a 10–15% contingency for unexpected expenses.
• Define the scope early – Finalise your design and inclusions before work starts to reduce variations and disputes.
• Get transparent, comparable quotes – Ensure builders price from the same detailed scope so you’re comparing like-for-like. Your PM can guide the best tender approach for your project.
• Sign the right contract – Your PM will advise on contract type, administer it fairly and manage retentions for quality assurance.
• Monitor progress and costs – Regular reports and early intervention help prevent delays or budget creep.
• Be selective with upgrades – Focus on value and long-term return rather than over-customising.

With a clear plan, transparent process and independent guidance, you can achieve the best outcome without financial surprises.

Every project is unique, but understanding cost ranges early helps you plan realistically and avoid financial stress later. The total budget depends on factors such as project size, location, complexity, design quality and level of finishes.

How much does it cost to build a house

For a standard new home, expect to budget approximately:

• £2,500–£3,500 per m² for a quality standard build
• £3,500–£5,000+ per m² for architecturally designed or premium homes

Costs increase with complex designs, sloping sites, or high-end finishes.

£2,500–£3,500 + VAT per m² for a quality standard build

Beyond construction, factor in:

• Design and consulting fees (architect, engineer, project manager) - typically allow 10–15% of build cost to cover all of these
• Permits and approvals
• Contingency allowance (10–15%) for unforeseen expenses
• Landscaping, furnishings and fit-out

*Rates as of December 2025

While no one expects their builder to go under, being prepared can protect your investment and peace of mind. Start with a clear, fair contract and make stage-based

payments only after progress is verified, never pay ahead. Confirm your builder’s license, insurance and financial standing before work begins and ensure your home warranty insurance covers your project specifically. Keep copies of all documents, quotes and approvals for reference.

Engaging an independent project manager provides an added layer of assurance, they are able to act as a contract administrator verifying work before payments, identifying early warning signs and supporting you if your builder experiences difficulties. In having a contract in place, you are able to keep a small percentage back from each valuation as a retention until project completion.

It’s never easy raising concerns about workmanship, but addressing issues early and professionally helps avoid bigger problems later. Start by documenting your concerns

clearly with photos, notes, or references to the agreed plans or specifications. Then, discuss the issue calmly and factually, focusing on the work rather than the person. Most builders appreciate constructive communication and the chance to resolve issues quickly.

If progress stalls or communication breaks down, an independent project manager can step in to assess the situation objectively, verify compliance and mediate discussions. Having someone experienced on your side helps maintain relationships while ensuring the quality and integrity of your project remain on track.

A JCT contract (Joint Contracts Tribunal) is one of the most widely used standard forms of construction contracts in the UK. It sets out the roles, responsibilities and obligations of all parties involved (the client, builder and consultants), helping ensure the project runs fairly and transparently.

For property owners, a JCT contract provides essential protection by clearly defining:

• Scope of work – detailing exactly what the builder is responsible for delivering.
• Payment structure – linking payments to verified progress and preventing overpayment.
• Timelines and delays – outlining how extensions of time and penalties are handled.
• Quality and compliance – requiring the builder to meet agreed specifications and standards.
• Dispute resolution – offering structured processes for managing disagreements before they escalate.

In short, a JCT contract protects you by reducing ambiguity, balancing risk and providing a legal framework that supports accountability and fairness throughout your project.

Incorporating renewable energy into your home can lower running costs, improve efficiency and future-proof your property, but it’s important to plan early.

• Assess your energy needs – Understand your household’s typical energy use to size systems correctly.
• Consider solar first – Solar PV panels are often the most cost-effective starting point. Review roof orientation, pitch and shading for optimal performance.
• Add battery storage if feasible – Batteries allow you to store excess solar energy for use at night or during peak times, increasing self-sufficiency.
• Look at heat pumps or hydronic heating – These energy-efficient systems can replace or supplement traditional gas heating and hot water.
• Plan for electric vehicle (EV) charging – Even if you don’t have an EV yet, include wiring or space for a future charger.
• Check building orientation and insulation – Good passive design reduces heating and cooling loads before you add renewables.
• Understand incentives and payback – Your project manager can liaise with an M&E or Renewable designer to help identify available rebates, feed-in tariffs and expected return on investment.

With thoughtful integration and the right technical advice, renewable systems can add real value and long-term savings to your home.

Site notes are extremely important; they create a clear, factual record of what happens on site throughout your project. They document progress, decisions, issues and agreed actions, ensuring everyone stays accountable and aligned.

Accurate site notes help prevent misunderstandings between clients, builders and consultants. They’re also valuable evidence if disputes arise; showing what was discussed and agreed at specific points in time.

An independent project manager will keep detailed site notes after every inspection or meeting, giving you transparency and confidence that your project is being managed professionally and to plan.

A Schedule of Works is a detailed document that outlines exactly what needs to be done on your project, describing the scope, materials, finishes and sequence of construction tasks. It’s essentially the roadmap for your builder, consultants and project manager to follow.

Having a well-prepared Schedule of Works helps by:

• Clarifying expectations - everyone understands exactly what’s included and what’s not.
• Improving cost accuracy - builders can quote more precisely, reducing the risk of variations later.
• Supporting tender comparison - ensures all builders price against the same scope for fair, like-for-like comparisons.
• Managing quality and progress - provides a clear reference for inspections, payments and timelines.

In short, it’s one of the most effective tools for keeping your project on time, on budget and aligned with your vision.

Our practice is based on the border of West Sussex and Surrey so we are perfectly placed to cover properties and businesses within East Sussex, West Sussex, Surrey and Hampshire.

• Single Point of Accountability: One dedicated building project manager who oversees all phases — your go-to person for clarity, decisions, and updates.
• Small Company: We are not a large firm. Your project will be managed by an experienced individual, not a ‘brand’. We take on only a couple of large builds a year to ensure we don’t over-commit and can deliver exceptional results. This means your project is our main focus.
• Tailored Service: We don’t offer a one-size-fits-all approach. We adapt our services to suit the complexity, size, and culture of your project.
• Transparent Communication: Regular, structured updates ensure you always know where your project stands — financially and time-wise.
• Eye for Detail: We are not your usual building project management practice. Coming from a design background, we prioritise detail and finish.
• Risk Mitigation: Proactive risk management is embedded in everything we do — from conceptual planning to final delivery.
• Hands-On Experience: Our team combines strategic vision with hands-on delivery expertise, balancing methodical planning and practical execution.

• Architecture
• Pre-construction
• Contract administration
• Commercial construction project management
• Self-build project management
• Residential building project management
• Renovation project management

Our Area of Expertise

• Residential Development: New-build homes, refurbishments and extensions.
• Commercial Development: Small to medium-sized companies looking to build or renovate.