Project Quantity Surveyor | Head Office

The objective(s): The role of the QS encompasses Subcontract procurement and account management, forecasting of costs and values in monthly Project Reports, budgetary controls, cash flow forecasts, the preparation and valuation of progress and final payments in connection with any Contract or Subcontract. It also includes the appraisal of the value of proposed construction options and the preparation of Bills and/or Schedules of Quantities of materials, labour and services required in the construction and building, or engineering works etc. 

KEY DUTIES & RESPONSIBILITIES 

The Project QS is required to take full financial responsibility for the project which they have been appointed to monitor. If a JJR Junior Quantity Surveyor and or an Assistant Quantity Surveyor has been appointed to the project the Project QS will act as the Team supervisor on that project including delegation of the key duties and responsibilities set out below. 

Pre-Construction & Project Set-Up 

• Upon appointment, attend a handover meeting with the Estimating Department and a pre-commencement meeting with all JJR departments. 

• Re-measure trade packages as required to identify any quantity errors (over/under measure) and to process tender enquiries accurately. 

• Prepare tender enquiry packages, liaising with the Contracts Manager and Project Manager to ensure that all items are included in the package. 

Budgeting, Cost Control & Cash Flow 

• Code bill of quantities in CostX (re trade packages where possible). 

• Generate QS 1 & 2 Project Budgets (or similar) from coded/referenced Bill. Load QS1 BoQ values & budgets into SAP. 

• Prepare cash flow for the project based on the Contract Programme for issuing to the Employer’s Quantity Surveyor. 

• Prepare cash flow for the project based on JJR’s Target Programme. 

• Use cash flow projection as a checking device, providing a cross-check on actual progress versus planned progress. 

Procurement & Tendering 

• Select subcontractors from the JJR database (or otherwise) to tender the various work elements aligned with the programme and procurement schedule. Circulate the schedule of subcontractors with the JJR operations team prior to issue, and contact subcontractors prior to package release to confirm interest. 

• Review the package procurement schedule issued by operations; adjust as agreed with the Project Team and procure all packages in accordance with the agreed schedule. 

• Carry out tender analysis to ensure compliant and fully priced tenders are returned; identify omissions/qualifications/clarifications and balance tenders on a like-for-like basis. 

• Examine alternative equal/approved materials in-house and with the relevant subcontractor; where appropriate obtain alternative tender estimates in conjunction with the Contracts Manager/Project Manager. 

• Carry out value engineering appraisals as required, coordinating with the Design Team and/or Employer in conjunction with the Contracts Manager/Project Manager. 

• Compile a shortlist of subcontractors and hold meetings to review tenders to confirm scope understanding and that all necessary items are included. 

• Where necessary, carry out subcontractor reference checks to assess Health & Safety adherence, programme performance and ability to deliver, quality/environmental standards, claims consciousness, financial stability, resources and other pertinent criteria. 

• Provide reference information to the Contracts Manager/Project Manager for their assessment and consideration. 

Subcontract Orders & Administration 

• Prior to appointment, check that subcontractors have adequate/suitable insurances, site-specific safety statement, waste disposal licences where applicable for groundworks (liaise with the Safety Department), and an up-to-date tax clearance certificate. Insurance/H&S document checks to be completed in conjunction with the JJR H&S team. 

• Hold pre-contract meetings with successful subcontractors in conjunction with the Project Manager and issue contract documents for signing. Take minutes of meetings and save to SharePoint. 

• Complete the subcontract order in line with the JJR Schedule of Subcontract Documents before the subcontractor starts on site. Put collateral warranties in place as required. 

• Set subcontractor payment details up on SAP, including order amount, final analysis, tax clearance certificate, vendor form, etc. 

Commercial Controls & Contract Administration 

• Maintain the project commercial control environment, including up-to-date budgets, cost codes, commitments and forecasts, and ensuring all cost movements are supported by evidence and recorded in the agreed systems and trackers. 

• Maintain key commercial registers as required (e.g., CVR/cost-to-complete, commitments register, change/variation register, notices/early warning register), and ensure alignment between registers, valuations and monthly reporting. 

• Support administration of the main contract in conjunction with the Contracts/Project Manager, including tracking contractual correspondence, instructions, condition precedents, and agreed payment/assessment timelines to protect JJR entitlement. 

• Compile, check and maintain the monthly payment application/valuation back-up (measurement, substantiation, dayworks, materials on/off site, variations, contra-charges where applicable) in line with contract requirements. 

• Maintain contemporaneous commercial records to support valuation, change control and claims (e.g., daywork sheets, labour/plant returns, site instructions, delivery dockets, meeting minutes, photos where issued by the project team), ensuring filing to SharePoint. 

• Ensure commercial approvals and commitments are obtained in accordance with JJR authority levels and procedures (including tender award recommendations, order placement and variation agreements), escalating where required. 

Change Control & Variations 

• Manage and track any subcontractor change orders/variations, investigate the reason for same and whether JJR is also entitled to an adjustment of the Contract Sum. 

• Notify the Design Team of any change orders/variations and track changes on the Change Order/Variation Schedule. 

• Ensure compliance with the stated time periods as set out in the contract (failure to serve notice in due time may result in loss of entitlement). 

• Provide substantiation for change orders/variations within the required timeframe and keep the Change Order/Variation Schedule updated (including use of: Change Order Notice; Change Order Back-up; Continuing Effect Notice; Change Order Schedule). 

• Meet with the Client’s Quantity Surveyor to agree change orders/variations and confirm all agreements after the meeting. 

Valuations, Payments & Reporting 

• Attend internal and external meetings. Coordinate with the Contracts/Project Managers to review meeting minutes, compiling a written response to correct any inaccuracies or omissions which may present an unfair reflection of the meeting. 

• Issue and agree the schedule of monthly progress application/valuation dates. 

• Prepare and submit valuations on a monthly basis and agree with the Client’s Quantity Surveyor. 

• Prepare QS3 & Dashboard Commercial Reports and submit to the Senior/Managing QS for review every month. 

• Carry out monthly valuations of subcontractor claims and issue payments. Monitor subcontractor claims in line with the Construction Contracts Act. 

• Maintain QS 2/3 document (or similar) to track projected subcontractor final accounts and subcontractor payments; update with subcontractor changes and compare against JJR expected recovery value to ensure project margin is maintained and that all changes are picked up and charged to the Client. 

Subcontract Accounts, Close-Out & Retentions 

• Compile re-measures (where applicable) of subcontract packages at final account stage and agree final account. 

• Ensure a signed final account letter is received from each subcontractor. 

• Ensure that all O&M documents are received from each subcontractor. O&M docs, BCAR certs, warranties etc. to be chased by JJR operations; commercial team to assist if required. 

• Prepare final account for submission to the Employer’s Quantity Surveyor on completion of the project in accordance with the requirements of the contract. 

• Apply for release of retention at Substantial Completion (Clause 9.6 GCCC) and Practical Completion (Clause 31 RIAI). Review other forms of contract for clause reference/stipulations. Liaise with the JJR Project Team to ensure all snags are completed during the Defects Period. 

• Apply for release of final retention at issue of the Defects Certificate (Clause 8.7 GCCC) or issue of the Final Certificate (Clause 35 RIAI). Review other forms of contract for clause reference/stipulations. To be carried out in conjunction with the Contracts Manager. 

Quality, Technical Submittals & NCRs 

• Any technical submittal items to be chased and tracked by JJR operations/design team. Commercial team to have access to this tracker and assist in chasing technical submittals if subcontractor is not meeting dates. 

• NCRs to be issued to subcontractor by the operations team. NCR tracker to be created by JJR operations team; JJR commercial team to have access to the tracker. 

CLAIM EVENT  

• When a Claim Event occurs, coordinate with the Contracts Manager/ Project Manager ensuring that the Construction Programme is updated to reflect the delay and Extension of Time. Issue the revised programme to the Design Team/ ER, should the Claim Event become a Change Order. Compile and issue Extension of Time Claims and associated costs thereof. Ensure that correct contractual procedures are followed to ensure any condition precedents are met by JJR. This will be a requirement to ensure that JJR’s Contractual Entitlements are protected if the Project ends up in dispute. Changes to programme carried out by JJR operations team with assistance of JJR commercial team.  

ADDITIONAL KEY RESPONSIBILITIES (JJR) 

• Maintain robust commercial governance on the project, ensuring timely issue/return of contractual notices, records, and correspondence, and maintaining a complete audit trail in the agreed project filing system (SharePoint). 

• Lead cost management and margin protection activities, including early identification of commercial risks/opportunities and agreement of mitigation measures with the Project Team. 

• Prepare and maintain a project cost/value reconciliation, and ensure all forecasts and monthly reporting are accurate, evidence-based, and aligned with latest progress, variations and procurement status. 

• Ensure procurement is compliant with JJR procedures, including appropriate tender lists, tender queries/clarifications, tender comparisons, and clear commercial recommendations for award. 

• Manage payment processes to protect cash flow and contractual entitlement, including timely valuation submission, agreement of payment schedules, and accurate certification/assessment of subcontractor applications. 

• Administer change control end-to-end, ensuring variations are identified early, instructed where required, costed and substantiated, tracked on the change order schedule, and recovered from the Client in line with the contract. 

• Use and maintain company systems accurately (including CostX and SAP where applicable), ensuring budgets, commitments, vendor set-up, and cost coding are current and reflect agreed commercial positions. 

• Support team development on the project by coordinating and reviewing delegated commercial tasks (e.g., measurement, enquiries, valuations, change logs), providing guidance and quality checks where supervising junior staff. 

• Drive commercial close-out, including timely agreement of subcontract final accounts, compilation of the Contract final account, and coordination with the Project Team to achieve release of retentions and completion of outstanding contractual deliverables.