The problem with remote administration
Most contractors delivering Kimberley work are based in Perth, Adelaide or interstate. Their commercial and contract administration teams are too. That creates a structural problem: every payment claim, every variation assessment, every extension of time request and every subcontractor notice runs on a statutory clock — and it runs from 2,000 kilometres away.
The Western Australian Security of Payment Act gives a respondent 15 business days to issue a payment schedule in response to a payment claim. Miss it, and the full claimed amount becomes a statutory debt regardless of merit. The compressed notice periods in AS4000 and AS2124 compound the risk: variations must be assessed contemporaneously, or the contractual entitlement lapses.
On-ground contract administration is not a convenience — it is a risk management decision.
Two distinct roles
Before engaging, it is worth identifying which role your project requires. They carry different obligations, different liability profiles and different fee structures.
Superintendent's Representative
Appointed under the contract — typically AS4000 or AS2124. Acts impartially in certification and valuation.
- Appointed under the head contract, not employed by either party
- Impartiality duty in certifying claims, valuing variations and assessing EOTs
- Higher professional indemnity exposure — higher fee reflects this
- The principal pays; the duty of impartiality remains
- Appropriate for principals and government clients
Contractor-side Contract Administrator
Acts solely as the contractor's agent. No impartiality duty — your interests only.
- Agent of the contractor — no duty to the other party
- Prepares and submits payment claims on time
- Assesses and prices variations in the contractor's favour
- Manages the subcontract suite on your behalf
- Appropriate for head contractors and subcontractors
Scope of service
- Payment claim preparation and payment schedule administration
- Variation assessment, pricing and formal submission
- Extension of time assessment and delay claim preparation
- Subcontract administration — notices, back-charges, claims management
- Security of payment compliance — statutory notice periods and response windows
- Practical completion inspection and defects management
- Contract close-out and retention release management
- Contemporaneous record-keeping (site diaries, correspondence register, variation log)
Fifteen business days. No extensions.
Under the Building and Construction Industry (Security of Payment) Act 2021 (WA), a respondent must issue a payment schedule within 15 business days of receiving a payment claim. Miss the window and the full claimed amount becomes a statutory debt — there is no extension mechanism. Every day your administration team is based outside the Kimberley is a day closer to that deadline running without coverage.
Engagement models
Contract administration engagements are priced as a monthly fee across the programme, not a day rate. This aligns incentives: a day-rate administrator benefits from complexity; a fixed monthly administrator benefits from resolution. Multiple concurrent projects are supported.
View engagement models and fee structures →
How we manage conflicts
Contract administration is a position of trust. Nausicaa Consulting does not administer a contract and hold a commercial interest in the works under it. We do not act for a head contractor and coach its subcontractors on the same project. Where a Superintendent's Representative appointment applies, we act impartially in certification and valuation as the contract requires, regardless of who pays the fee. Engagements are accepted subject to a written conflict check.