As an external QS (Quantity Surveyor), the day is filled with various tasks that keep your construction projects on track and profitable. From managing emails to checking measurements, the behind-the-scenes activities are all crucial to make sure everything runs smoothly.
Starting the day: checking the inboxes and addressing tenders
The day begins with checking the email inbox for any new quotes? Tender inquiries gone out to subcontractors and suppliers? These are the first things that must be addressed to keep your projects moving forward.
Contract review and cost optimisation: ensuring the project stays on budget
At the desk, your contracts get a thorough run-through to make sure no clauses have been added or removed without your knowledge. This is an essential step to protect you from unexpected costs or changes to the original agreement.
Additionally, during this review, external QSs look out for cheaper alternatives to materials and products without compromising the quality of the project, but improving your bottom line.
Measuring and assessing: ensuring projects are completed accurately and according to plan
It’s not all desk jockeying!
Your projects must be measured regularly to keep the cash flowing when the work is in progress. This involves visiting sites and checking specifications and drawings to ensure everything is done according to plan. This also means monitoring the BOQ (Bill of Quantities) to make sure clients and subcontractors are not sneaking in any extra costs.
Invoice scrutiny and on-site meetings: ensuring proper payments
Thorough invoice checking is crucial to ensure you’re only paying subcontractors for the work that has been done. And, you’re getting paid for the works completed and items already on site. On-site meetings with the client’s PQS and the design team are essential for discussing discrepancies and ensuring everyone is on the same page.
Negotiating and building relationships: keys to successful projects
Negotiation is an essential part of the role. Whether it’s clients, the client’s PQS or design teams, there’s always a deal to be done. Our job is to work for contractors to get the best possible prices for your projects. Building strong relationships with all parties involved is key to ensuring projects run smoothly and result in a win-win for all parties involved.
Finalising accounts and record management: ensuring proper documentation and payment
Once a project is complete, it’s time to finalise the final accounts. This involves checking all invoices, reconciling payments, and producing the final report. Record management is also essential throughout the project to ensure all the documentation is on hand in case of any disputes.
Cash flow management: ensuring projects run smoothly
Cash flow is the lifeblood of all construction projects. So, making sure payments are made on time and in full is where a lot of our focus goes. If discrepancies arise, you have someone in your corner, working to find a common ground that works for everyone.
Advising and tendering: getting the right projects
Contractors are not always aware of which are the most profitable jobs to tender for, that’s where the expertise of an external QS comes in. Plus it’s getting those tender applications submitted on time and ensuring the design team has all the necessary documents in order.
Requests for information (RFIs): ensuring clarity and prompt action
RFIs are a common occurrence in the construction industry. As part of your team, the external QS is responsible for reviewing them from architects, clarifying any ambiguities, and ensuring they don’t delay the project.
Additional activities in the day of a life an external QS:
- Keeping emails, documents, and schedules organised to avoid confusion and delays.
- Keeping all parties involved informed about project progress, any issues, and any changes in schedule.
- When problems arise, analyse the situation, identify the root cause, and propose solutions.
- Build positive relationships with contractors, clients, architects, and other stakeholders.
- Keep up-to-date with the latest industry trends and best practices to ensure contractors get the best possible service.
- Stay on top of the best software available for even more accurate measurement and management of projects.
In Conclusion:
The role of an external Quantity Surveyor (QS) is a cornerstone of the construction industry, seamlessly blending financial knowledge with technical expertise to safeguard project success. From the initial stages of tender review and cost optimisation to the hands-on assessment of on-site progress, QSs play a pivotal role ensuring projects remain on budget and aligned with quality standards.
There is more to their role than sitting in front of a computer all day! Having said that, when they are in front of the computer, it’s to conduct meticulous scrutiny of invoices, contracts and more, all for your benefit as a contractor.
They play an active role in on-site meetings, which helps with trust, transparency and accountability, ensuring timely payments and harmonious stakeholder relationships. Negotiation skills and building rapport are hallmarks of a successful QS, facilitating smooth project execution and favourable outcomes for all parties involved.
As projects progress towards completion, QSs take centre stage in finalising accounts and maintaining organised record-keeping, laying the foundation for seamless documentation and dispute avoidance. Their expertise in cash flow management ensures the smooth operation of construction projects, ensuring financial stability throughout the development cycle.
Advising on and tendering for profitable projects, handling RFIs with clarity and efficiency, and managing administrative tasks further underscore the multifaceted nature of the QS role.
Ultimately, their job is to make you money by making sure you don’t leave any money behind and that everything is priced down to the last nail.
Are you a contractor looking to optimise your construction projects and maximise profitability?
Consider partnering with Carroll Estimating’s experienced team of external Quantity Surveyors (QS’s) to unlock more project success.
With a comprehensive expertise in financial management, technical assessment, negotiation, and relationship building, our team of external QS’s can:
- Ensure your projects stay on budget and adhere to quality standards
- Negotiate favourable deals with clients, subcontractors, and suppliers
- Streamline cash flow management to maintain financial stability
- Effectively manage on-site progress and identify potential issues early on
- Handle RFIs with clarity and efficiency, minimising delays
- Provide expert advice on tendering for profitable projects
Partnering with an external QS can significantly enhance your construction operations, leading to:
- Increased profitability
- Reduced risks and disputes
- Improved project efficiency and timeliness
- Enhanced stakeholder relationships
- Achieving project goals with confidence
Contact us today to schedule a consultation and experience first-hand the benefits of a team of quantity surveyors working for you for less cost than one as an employee!