If you're building with a project builder, one of the first people you'll deal with after signing up is the contract administrator, or CA. They prepare your contract, process your selections and variations, and send you progress claims.

Here's the thing many homeowners miss: the CA works for the builder, not for you. A good one is helpful, organised and honest, and can make your build much smoother. But their job is to administer the contract on the builder's behalf and protect the builder's interests. Treat them as a useful contact, not your advocate.

What the builder's CA does

  • Prepares your building contract, plans and specification for signing
  • Processes your colour and product selections
  • Prices and issues variations when you change something
  • Coordinates approvals, insurance and paperwork before site start
  • Issues progress claims at each stage of the build
  • Answers contract questions and passes issues to the site supervisor

They're usually not on site checking quality. That's the supervisor's job, and the supervisor also works for the builder.

What to ask at each stage

Before you sign the contract

  • Are the plans and specification complete, and do they match what I was quoted?
  • Which items are prime cost (PC) items or provisional sums, and are the allowances realistic for what I actually want?
  • What's excluded? (Driveways, landscaping, fencing, window coverings and site costs are common.)
  • What deposit is required? In Queensland, the deposit on a domestic building contract can't be more than 5% if the contract price is $20,000 or more, or 10% if it's less.
  • What are the payment stages, and what work must be finished for each one?

Take your time. You can ask questions and get independent advice before you sign. Our C4 Asking the Right Questions checklist on the Checklists page covers this stage.

When you make changes (variations)

  • Ask for every variation to be priced and in writing before the work is done. In Queensland, variations to domestic building contracts must be in writing.
  • Check whether the price includes the builder's margin and any effect on the build time.
  • Keep a running total of your approved variations so the final bill isn't a surprise.

More on variations here.

When a progress claim arrives

  • Which stage is being claimed, and is the work for that stage actually complete under the contract?
  • Can I see the site, or photos of it, before I pay?
  • Has the certifier's inspection for this stage been done, where one is required?

If you think a stage isn't complete or has defects, raise it in writing under your contract before the payment is due, and get advice from the QBCC or a building lawyer before withholding anything.

At practical completion and handover

  • What's on the defects list, and when will it be fixed?
  • What certificates, warranties and manuals will I receive?
  • When does the defects liability period start? Under Queensland's standard contracts, it's 12 months from practical completion.

Who's on your side?

If you want someone checking the builder's work and contract on your behalf, you need to hire them yourself:

  • An independent building inspector to inspect key stages (slab, frame, enclosed, fixing and practical completion). See should you engage a building inspector.
  • A building lawyer to review the contract before you sign, especially special conditions.
  • A consultant or owner's representative for larger or custom builds who can manage the process for you.

Their fee is small next to the cost of a missed defect or a contract dispute.

Working well with your CA

  • Put everything in writing. Follow up phone calls with an email summarising what was agreed.
  • Make your selections on time. Late selections delay the build and can cost you.
  • Keep a file: contract, plans, specification, variations, claims, receipts and site photos.
  • Be polite but persistent. CAs juggle a lot of jobs. A clear, specific question gets a faster answer.

A good CA makes a project home run smoothly. Just remember who signs their pay cheque, and get your own independent help where it counts.