Construction Project Administration Training Course

Duration 5 days 10 modules · 33 contact hours
Level Intermediate Certificate on completion
Who attends Construction Project Administrators, Project Coordinators and others
Fee from USD 1,100 KSh 95,000 for Kenyan organisations
Where 52 cities + online See dates by city
Next start 16 Nov 2026 Course code SD-CM-125

Before you join: Participants should have basic exposure to construction projects, project documents or site-based coordination work.

Dates & prices

Two start dates a month in every city, and live online on weekdays or weekends. Fees are per participant; classroom fees include tuition, materials, lunch and refreshments, and the certificate.

Suggest a date or city

Showing the next six months. Later dates, other cities and private deliveries for your team are available on request.

Course overview

Construction projects often lose time and money through weak document control, unclear responsibilities, late notices, uncontrolled changes and incomplete records. Project administrators sit at the centre of these controls: they route information, maintain the contractual record, track decisions, support payment certification and ensure that site events are visible before they become disputes. Their work directly affects programme certainty, cost control, auditability and the quality of handover information.

This course develops the administrative disciplines required to support successful construction delivery from mobilisation through close-out. Participants learn how to establish project governance, maintain a document control system, administer correspondence, manage RFIs and submittals, record meetings, control change requests, track notices and support interim payment processes. The course also addresses programme reporting, risk and issue logs, quality records, procurement administration, claims documentation and final account preparation.

Instruction combines short tutor briefings with construction cases, group document reviews, contract-administration scenarios and practical simulations. Participants work with realistic project records such as transmittals, registers, meeting minutes, change logs, payment files and close-out checklists. Each participant leaves with a Construction Project Administration Toolkit containing reusable templates and a personal application plan for improving controls on their current or next project.

The course is designed for project administrators, coordinators, document controllers, junior quantity surveyors, site engineers and project support staff working for contractors, consultants, clients, developers or public-sector delivery teams. It is also suitable for professionals moving into project support roles who need a disciplined working knowledge of construction documentation and administration.

What you will be able to do

  • Establish a project administration plan with responsibilities, registers, workflows and reporting cycles
  • Control drawings, specifications, correspondence and transmittals using a structured document control system
  • Administer RFIs, submittals, technical queries and approvals through defined turnaround processes
  • Prepare meeting minutes, action registers and decision logs that create reliable project records
  • Assess change requests and maintain variation, instruction and potential change registers
  • Track contractual notices, contemporaneous records and supporting evidence for potential claims
  • Support interim payment applications using measurement records, valuations and certification workflows
  • Compile close-out records, handover documentation and final account administration checklists

Benefits of attending

For you

  • Produce project records that withstand management, client and audit scrutiny
  • Recognise missing notices, approvals and evidence before they affect entitlement
  • Coordinate faster responses to RFIs, submittals and technical decisions
  • Contribute credible support to variations, payment applications and claims files
  • Build a transferable administration toolkit for contractor, consultant and client roles

For your organisation

  • Reduce delays caused by missing documents, unclear approvals and overdue actions
  • Create stronger audit trails for instructions, changes, payments and correspondence
  • Improve visibility of outstanding RFIs, submittals, notices and project decisions
  • Protect commercial positions through timely records and controlled change documentation
  • Improve handover readiness with complete quality, asset and close-out records

Course modules

10 modules over 5 days

Participants can establish a clear administrative framework for a construction project.

  • Project administration scope from mobilisation through final account close-out
  • RACI matrix assigning administrative responsibilities across client, consultant and contractor teams
  • Project execution plan sections governing records, approvals and reporting
  • Communication protocol defining formal channels, response times and escalation routes
  • Administrative calendar aligned with meetings, reports, valuations and submissions
  • Register architecture linking documents, actions, risks, changes and decisions

Participants can control project information using consistent coding, revision and distribution procedures.

  • Document numbering conventions for drawings, specifications, correspondence and technical submissions
  • Revision control preventing superseded drawings reaching procurement or construction teams
  • Transmittal registers recording issue dates, recipients, purpose and acknowledgements
  • Document distribution matrices matched to disciplines, packages and approval authority
  • Master document register tracking status, revisions, owners and required responses
  • Common data environment principles for controlled project information exchanges

Participants can create correspondence and meeting records that protect the project record.

  • Formal correspondence structure stating reference, subject, action and required response
  • Writing factual letters without unintended admissions, commitments or contractual interpretations
  • Meeting agenda preparation linked to decisions, risks, actions and milestones
  • Minutes recording discussion outcomes, owners, due dates and unresolved matters
  • Action registers distinguishing closed actions from unverified or overdue commitments
  • Decision logs capturing authority, rationale, affected documents and implementation dates

Participants can administer technical queries and submittals through traceable approval workflows.

  • RFI registers recording originator, discipline, priority, due date and response
  • Writing precise RFIs that identify drawing references, conflicts and proposed resolutions
  • Submittal schedules covering shop drawings, samples, method statements and data sheets
  • Approval status codes distinguishing approved, approved as noted, revise and resubmit
  • Turnaround tracking for overdue technical responses and escalation actions
  • Linking approved submittals to procurement releases, inspections and construction activities

Participants can support reliable progress reporting and programme-related project records.

  • Baseline programme review for milestones, critical path and reporting periods
  • Weekly progress reports combining planned work, actual work and constraints
  • Look-ahead schedules identifying prerequisites, interfaces and resource commitments
  • Progress measurement methods using quantities, milestones and weighted activities
  • Delay event registers linking dates, notices, impacts and supporting records
  • Photographic records indexed by location, date, work package and condition

Participants can record and control changes from initial instruction through commercial evaluation.

  • Change control workflow from potential change identification to approved implementation
  • Architect's instructions and site instructions recorded with scope and authority
  • Variation registers tracking description, valuation status, programme effect and approval
  • Potential change notices issued before work proceeds beyond original scope
  • Change request forms documenting origin, justification, cost and time implications
  • Configuration control maintaining alignment between approved changes and current documents

Participants can maintain the records and notice controls needed to support contract administration.

  • FIDIC Red Book notice requirements and time-bar awareness
  • NEC4 early warning process and early warning register administration
  • Notice registers recording trigger event, deadline, recipient and response status
  • Contemporaneous records supporting disruption, delay, access and instruction events
  • Claim file structure separating entitlement, causation, quantum and mitigation evidence
  • Without-prejudice correspondence distinguished from routine project communications

Participants can organise records that support accurate interim valuations and cost reporting.

  • Interim payment application workflow from measurement evidence to certification
  • Valuation registers tracking completed work, materials, deductions and retention
  • Measurement records connecting site quantities, drawings, rates and valuation dates
  • Payment certificates checked against approved variations, retention and prior payments
  • Cost report inputs from commitments, forecasts, approved changes and accruals
  • Final account files organised by contract sum, variations, claims and reconciliation

Participants can maintain controlled records for quality, safety and procurement processes.

  • Inspection and test plans linked to hold points and witness points
  • Nonconformance reports recording defect, disposition, corrective action and closure
  • Quality records index covering inspections, test results, certificates and approvals
  • HSE documentation registers for permits, inductions, incidents and toolbox talks
  • Procurement tracking from requisition through purchase order, delivery and inspection
  • Supplier submittal logs monitoring technical data, warranties and compliance certificates

Participants can coordinate close-out documentation and improve administration controls for future projects.

  • Close-out plan defining deliverables, owners, acceptance criteria and deadlines
  • Handover dossiers containing as-built drawings, manuals, warranties and certificates
  • As-built drawing control against approved field changes and redline records
  • Defects lists tracking notification, rectification, inspection and closure evidence
  • Lessons learned register capturing recurring failures, causes and corrective actions
  • Personal application plan prioritising immediate improvements to project administration routines

Exercises and examples are adapted to each cohort's sectors and roles.

What you take back to work

  1. Construction Project Administration Plan template
  2. Document Control Register and Transmittal template set
  3. RFI, Submittal and Technical Approval tracker
  4. Change, Instruction and Variation Register
  5. Notice and Claims Evidence File checklist
  6. Handover and Close-Out Documentation checklist

Who should attend

  • Construction Project Administrators — need reliable controls for project records, communications and workflows
  • Project Coordinators — support managers with registers, reporting cycles and administrative governance
  • Document Controllers — manage drawing, correspondence and transmittal records within project teams
  • Site Engineers — require stronger records for instructions, progress, quality and change events
  • Junior Quantity Surveyors — support valuation, variation records and final account administration
  • Client Project Support Staff — need visibility and audit trails across consultant and contractor submissions

Skills and tools covered

Document controlContract administrationChange managementPayment administrationProject reportingClose-out coordination

Tools and standards

FIDIC Red Book, NEC4 Engineering and Construction Contract, RACI matrix, Common Data Environment

How the course runs

Training methodology

The course uses short instructor briefings followed by construction-document case work, group exercises and administrative simulations. Participants review realistic correspondence, drawings, registers, instructions, payment files and close-out records to identify gaps and decide required actions. Scenarios reflect contractor, consultant and client-side responsibilities. Facilitated discussions compare suitable approaches under common contract arrangements, including FIDIC and NEC4. Participants complete application planning against the controls, records and reporting routines used on their own projects.

Requirements and prerequisites

Participants should have basic exposure to construction projects, project documents or site-based coordination work. Familiarity with common terms such as drawings, specifications, programme, contractor, consultant, variation and payment certificate is helpful. Participants may come from contractor, consultant, client or developer teams. No formal construction management qualification is required, and prior experience administering FIDIC, NEC4 or other standard-form contracts is not assumed. The course does not require advanced scheduling software, quantity surveying calculations or legal training.

A typical training day

08:30 – 10:30First session
10:30 – 10:45Refreshment break
10:45 – 12:30Second session
12:30 – 13:30Lunch and networking
13:30 – 15:00Third session
15:00 – 15:15Refreshment break
15:15 – 16:30Workshop and daily review

Live online deliveries follow the same structure in East Africa Time, with shorter screen blocks and longer breaks.

What the fee includes

  • Instruction by a practitioner facilitator
  • Full course workbook and materials
  • Exercise files, templates and case studies
  • Refreshments and lunch on classroom deliveries
  • Certificate of completion
  • Post-course application plan

Frequently asked questions

Participants should understand basic construction project terminology and have some exposure to project documents or coordination work. No legal qualification, advanced planning software skill or previous FIDIC or NEC4 experience is required.

Bring a laptop if possible, along with examples of non-confidential registers, templates or recurring administration issues from current projects. Course materials and working templates are provided.

It is most suitable for project administrators, coordinators, document controllers, site engineers and junior commercial staff. Client-side project support personnel and professionals moving into construction coordination roles will also benefit.

This course focuses on the controls and records that allow projects to be administered properly. It does not teach full project manager responsibilities or detailed Primavera P6 scheduling techniques, although it explains how administrative records support both.

Participants can review their current registers, correspondence protocols, approval workflows and close-out requirements against the templates provided. The application plan identifies practical changes to introduce with their project manager or document control lead.

Each training day runs from 08:30 to 16:30 and provides about 6.5 contact hours. The programme contains ten modules taught in sequence, combining briefings with document-based cases, group work, simulations and application planning.

Questions about this course?

Ask about dates, fees, group bookings or running it for your team. Our training team replies by email.

Ask on WhatsApp info@skillsetdevelopment.com

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