Most of the work that makes a remedial project run smoothly happens where clients never see it — in the paperwork before site start, the daily inspections behind every membrane, and the documentation that lands in your inbox each month. This post walks through the four phases of how we manage a project, what you receive at each stage, and the handful of moments where we need something from you.
Phase 1: Pre-construction (2–4 weeks before site start)
Everything we do to prepare before a single trade sets foot on your site.
- Contract and insurance. You receive the executed contract for your records. For residential projects, we lodge Home Building Compensation Fund (HBCF) insurance to protect your investment.
- Regulatory lodgements. We handle the required lodgements with NSW Fair Trading under the Design and Building Practitioners Act, so the project is compliant before works begin. You receive the DBP declaration confirmation.
- Project documentation. Safety, quality and environmental management plans are prepared for your specific site — how risks are managed, how quality is maintained, and how environmental impact is minimised.
- Construction program. Your project manager builds a detailed program showing the sequence of works, key milestones and the expected completion date. You get a copy before works commence.
- Notice of works. At least 14 days before site start, a formal notice goes to the strata manager, building manager and residents covering scope, timeline, working hours and contact details. If you're the strata manager, your job is simply to distribute it.
- Site access arrangements. Keys, fobs, lift bookings, parking and any noise-restriction windows are coordinated with your building or strata manager before day one.
Phase 2: During construction
How the project stays on track, on budget and fully documented every day.
- Daily site management. A formal pre-start briefing every morning, all trades managed on site, a detailed site diary maintained, and quality inspections at every critical stage. You won't see most of this — but it's happening behind every wall and under every membrane.
- Quality inspections (ITP). Works follow a structured Inspection and Test Plan with mandatory hold points — for example, waterproofing must be inspected and signed off before tiling can begin. Every inspection is photographed and documented. This is your assurance the work meets specification.
- Weekly progress updates. Each week your project manager sends an update covering works completed, works planned, site photos, and any decisions needed from you. You always know where the project stands.
- Trade coordination. Subcontractor scheduling, access logistics and material deliveries are managed so trades arrive in the right sequence with minimal disruption.
- Notices for changes. Any change to scope, timing or the nature of works — especially noisy works or access changes — triggers a formal notice with appropriate lead time.
- Safety management. Daily toolbox talks, hazard and incident reporting, and verified safety credentials for every worker on site.
Phase 3: Financial management (monthly cycle)
- Monthly progress claim. The project manager assesses the percentage of work completed against the contract schedule of rates and issues a claim certificate showing exactly what you're paying for, with a tax invoice. You review, approve and pay per the contract terms.
- Monthly progress report. Alongside the claim you receive program status, a cost summary, the variation register, risk updates and comprehensive site photos — a complete picture of financial and physical progress.
- Variation management. If additional or changed works are identified, a formal variation notice sets out the scope change, the reason, the cost impact and any time impact. No variation work proceeds until you've reviewed and approved it.
- Extension of time notices. If events outside the contractor's control delay the program — weather, client-requested changes, unforeseen site conditions — a formal EOT notice explains the cause and the impact on the completion date, as the contract requires.
Phase 4: Project completion (2–4 weeks from practical completion)
- Practical completion walkthrough. A thorough final inspection of all completed works, identifying any minor defects or outstanding items. You're welcome to attend.
- Defect rectification. Every item on the list is assigned to the relevant trade with a deadline, then re-inspected until it meets the required standard.
- Handover pack. Subcontractor warranties and guarantees, compliance certificates, test reports, product manuals and data sheets, fixtures and finishes schedules, and as-built drawings where applicable — your complete project record. File it safely; warranties are time-sensitive.
- Practical Completion Certificate. Confirms the completion date, the defects liability period (typically 12 months) and any excluded items, signed by both parties.
- Insurance close-out. If the final contract value has changed significantly on an HBCF-insured project, the certificate is updated and reissued.
- Defects liability period. For the DLP (typically 12 months), the contractor remains responsible for rectifying any defects that emerge. You simply contact your project manager and rectification is arranged.
What this means for you
Across a typical project there are only a handful of actions on your side: distribute the notice of works, confirm access arrangements, respond to decisions flagged in weekly updates, approve progress claims and variations, attend the completion walkthrough if you wish, and report anything during the defects liability period. Everything else — compliance, coordination, inspections, documentation — is the contractor's job.
Atomic Projects is a Sydney remedial building contractor and Class 2 registered practitioner under the DBP Act (builder licence 360636C), with $20M+ of remedial work delivered on occupied strata and commercial buildings. Questions about how your project would be run? Call 0410 515 509 or email hello@atomicprojects.com.au.
