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We all know how important it is to coordinate the right way throughout an extensive remodel as well as throughout a new construction. The shortfalls happen when the builders don’t have these steps in place….who is in charge of what, what kind of roles do they fulfill, what kind of responsibilities do they have as well as what is expected of them.

It is important for us to let this “light shine” on our whole team, so we can reveal these important parts to our new clients, as we know everyone cares about how their project is going to flow and how will it be finished.

Again, we want to be as transparent as possible when it comes to us running our company and projects in the field!

So what are the roles and responsibilities of our Project Superintendent?

  • The PS has ultimate responsibility for all site activities: Construction, Security, and Safety.
  • The PS is responsible for all the work executed on site by Subcontractors and by the company’s own forces.
  • Any decisions that relate to the job site is communicated to the PS in a timely manner.
  • The PS maintains all written records necessary for proper record keeping. These records are completed as required and are available for inspection at any time. All records are copied with originals/copies being sent to the office.
  • The PS is responsible for developing the Project Schedule and for keeping it current.
  • The PS helps and monitors the Subcontractors with Safety issues. He is ultimately accountable for safe working conditions.
  • The PS coordinates with the PM/PE in ensures that any extra charges by Subcontractors are handled in a fair and timely manner.
  • The PS ensures that all Job Cost items (Invoices, T & M tickets) are verified and approved by him in a timely manner.
  • The PS ensures that the Specifications and Plans are followed. Any deviations is approved in writing using HB procedures (Change Management process)
  • The PS maintains good working relations with all external partners (Subs, Government authorities, A/E/D/O).
  • Close-Out: The PS works with the PM/PE to ensure that Close-Out starts soon after the job starts. This ensures a timely end to the job.
  • Punch List: The PS tackles this process in phases (i.e. as the work progresses). This ensures that all the Punch items are completed soon after the job has finished.


What are the roles and responsibilities of our coordinator?

  • The coordinator is an important project team member and is empowered as such.
  • The Coordinators play a critical role in monitoring the jobs because they have access to all documentation. They usually talk to the Coordinators at the Subcontractors’ offices to expedite paperwork and invoices.
  • The coordinators are responsible for Contracts, Subcontracts, Insurance, Invoices and Payments.


Santa Barbara Classic
  • The Project Manager is responsible for setting up the Roles & responsibilities matrix and for ensuring that it is adhered to.
  • Each job is unique and the job team must decide who has the primary responsibility to communicate with the Architect/Engineer/Designer/Owner. Other team members who communicate with A/E/D/O must ensure that all information is copied to the primary contact in a timely manner.
  • The PM/PE should produce a Subcontractor Bid Analysis that can be presented to the A/E/D/O if necessary.
  • All Subcontract drafts must be reviewed by the PS for accuracy. If possible, the PS should consult with the Subcontractor PS also.
  • The PM/PE must ensure that all contracts have been executed, with appropriate insurance in place, prior to the Subcontractor commencing work on site.
  • The PM/PE must ensure that all General Liability and Builders Risk insurance is in place before construction starts.
  • With input from the PS, the PM/PE should manage the Pre-Roofing/Waterproofing/Critical Item meetings. There will need to be interaction with the A/E and the Subcontractors for most issues.
  • The PM/PE must prepare all the monthly Forecasts.
  • The PM/PE must work with the PS to manage the Job Cost system.
  • The Change Management process: The PM has primary responsibility for this very important task. They must communicate with all parties and execute the required documentation in a timely manner. The PM must ensure that no change work proceeds until the process has been completed.
  • The PM/PE should help the PS by reviewing all their paperwork responsibilities (e.g. Daily Reports, etc).
  • The PM/PE should take the lead in ensuring that the Close-out process runs concurrently with the job.
  • The PM/PS should ensure that the Lessons Learned matrix is updated regularly and relevant information is shared with Estimators and other Superintendents.
  • The PM should work with the Company Owners to ensure that the Customer Satisfaction Plan is kept updated and that necessary action is taken when needed.