Atomic Projects — Project Delivery Process
From the moment the contract is signed to the day we hand over the keys, here's exactly what happens at every stage — what we do, what you'll receive, and the few moments where we'll need something from you.
4
Project Phases
22
Managed Steps
7
Actions From You
17
Deliverables
You'll receive the executed contract for your records. For residential projects, we lodge Home Building Compensation Fund (HBCF) insurance to protect your investment.
📄 You'll receive: Executed contract + HBCF certificate
We handle all required lodgements with NSW Fair Trading under the Design and Building Practitioners Act, so your project is fully compliant before works begin.
📄 You'll receive: DBP declaration confirmation
We prepare comprehensive Safety, Quality and Environmental management plans tailored to your site. These cover how we'll manage risks, maintain quality standards, and minimise environmental impact throughout the project.
📄 You'll receive: Management plans (available on request)
Your Project Manager builds a detailed construction program showing the full sequence of works, key milestones, and your expected completion date. You'll receive a copy before works commence.
📄 You'll receive: Construction program
At least 14 days before site start, we issue a formal Notice of Works to all relevant parties — strata manager, building manager, and residents — outlining the scope, timeline, working hours, and contact details.
⚡ Your Action: Please distribute to residents / owners if required
📄 You'll receive: Notice of Works letter
We coordinate all access logistics — keys, fobs, lift bookings, parking arrangements, and any noise restriction windows — with your building or strata manager before we start.
⚡ Your Action: Confirm access arrangements and any site-specific restrictions
📄 You'll receive: Access plan
Every day, our site team runs a formal pre-start briefing, manages all trades on site, maintains a detailed site diary, and completes quality inspections at every critical stage. You won't see most of this — but it's happening behind every wall and under every membrane.
📄 You'll receive: Site diary records (available on request)
We follow a structured Inspection & 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 that the work meets specification.
📄 You'll receive: Inspection records with photos
Each week, your Project Manager sends you a progress update covering: works completed, works planned for the coming week, site photos, and any issues or decisions needed. You'll always know where your project stands.
⚡ Your Action: Review and respond to any decisions flagged
📄 You'll receive: Weekly progress email with photos
We manage all subcontractor scheduling, access logistics, and material deliveries so that trades arrive in the right sequence with minimal disruption to your building. We handle all the coordination — you just see the progress.
If there's any change to the scope, timing, or nature of works — especially noisy works or access changes — we'll issue a formal notice with appropriate lead time so residents and stakeholders are always informed.
⚡ Your Action: Distribute to residents if required
📄 You'll receive: Updated notices as required
Our site team conducts daily toolbox talks, maintains hazard and incident reporting, and ensures every worker holds valid safety credentials. We take safety seriously — not just as compliance, but as a core part of how we operate.
📄 You'll receive: Safety records (available on request)
Each month, your Project Manager assesses the percentage of work completed against the contract schedule of rates and prepares a progress claim. You'll receive a clear claim certificate showing exactly what you're paying for, with an accompanying invoice.
⚡ Your Action: Review and approve progress claim, process payment per contract terms
📄 You'll receive: Progress claim certificate + tax invoice
Alongside the claim, you receive a detailed monthly report covering: overall program status, cost summary, variation register, risk updates, and comprehensive site photos. This gives you a complete picture of your project's financial and physical progress.
⚡ Your Action: Review and raise any queries
📄 You'll receive: Monthly progress report
If additional or changed works are identified during construction, we'll issue a formal variation notice detailing: the scope change, the reason, the cost impact, and any time impact. No work proceeds on variations until you've reviewed and approved them.
⚡ Your Action: Review and approve/reject each variation
📄 You'll receive: Variation notice with cost and time impact
If events outside our control delay the program — weather, client-requested changes, unforeseen site conditions — we'll submit a formal Extension of Time notice explaining the cause and impact on the completion date, as required under the contract.
⚡ Your Action: Review and respond per contract terms
📄 You'll receive: EOT notice with supporting documentation
Your Project Manager conducts a thorough final walkthrough of all completed works, identifying any minor defects or outstanding items. You're welcome to attend this inspection.
⚡ Your Action: Attend walkthrough (optional) and note any concerns
📄 You'll receive: Defect / snagging list
Any items identified during the walkthrough are assigned to the relevant trade with a clear deadline. We coordinate all return visits and re-inspect each item until it meets the required standard.
📄 You'll receive: Completed rectification sign-offs
You'll receive a comprehensive handover pack containing: all subcontractor warranties and guarantees, compliance certificates, test reports, product manuals and data sheets, fixture and finishes schedules, and as-built drawings where applicable. This is your complete project record.
⚡ Your Action: File for your records — warranties are time-sensitive
📄 You'll receive: Handover pack (bound or digital)
We issue a formal Practical Completion Certificate confirming the date of completion, the defect liability period (typically 12 months), and any excluded items. This is signed by both parties.
⚡ Your Action: Sign and return PC Certificate
📄 You'll receive: Practical Completion Certificate
For residential projects with HBCF insurance, if the final contract value has changed significantly, we update the insurance certificate accordingly and provide you with the amended documentation.
📄 You'll receive: Updated HBCF certificate (if applicable)
After practical completion, we remain responsible for rectifying any defects that emerge during the defect liability period (typically 12 months). Simply contact your Project Manager to report any issues and we'll arrange rectification promptly.
⚡ Your Action: Report any defects during the liability period
📄 You'll receive: Ongoing support for 12 months