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Specific tasks for your job role

This article outlines step-by-step workflows for key construction responsibilities, mapped to specific job titles across midsize and tier 1 businesses. It shows how Deep Space enables each role to execute their tasks efficiently using targeted digital tools.

Each workflow covers all typical tasks relevant to the responsibility.

Win work (General Manager / Preconstruction Manager)

Tender pursuit and strategy

  1. Identify upcoming project opportunities via portals, referrals, or repeat clients
  2. Assess alignment with business capabilities and financial targets
  3. Lead go/no-go decisions with key internal stakeholders
  4. Oversee development of the tender strategy including pricing and key differentiators
  5. Coordinate inputs from estimating, design, and delivery teams
  6. Review and approve final tender submission before lodgement

Review contracts (Director / GM / Commercial Director)

Contract review and risk control

  1. Receive draft contract from client or legal team
  2. Identify key commercial risks, obligations, and time bars
  3. Involve legal or external advisors if required
  4. Review project-specific clauses (e.g. LDs, insurances, payment terms)
  5. Negotiate changes with client where appropriate
  6. Approve and sign contract once terms are acceptable

Track business performance (General Manager / Regional Manager / Portfolio Lead)

Business insight and reporting

  1. Review weekly/monthly dashboards across financials, programme, safety, and quality
  2. Identify underperforming projects or regions and investigate root causes
  3. Meet with project leads to track forecast vs actuals
  4. Consolidate high-level metrics for board or director reporting
  5. Recommend interventions or resource reallocations based on trends

Oversee systems and tools (Operations Manager / Digital / Systems Lead)

Digital operations and system management

  1. Ensure core systems (CDE, project tools, Deep Space) are used consistently across teams
  2. Support onboarding of new users and teams to digital tools
  3. Troubleshoot user or access issues
  4. Update or adjust system configurations in response to workflow changes
  5. Monitor data quality (e.g. naming conventions, form completeness)
  6. Provide reports on system use and compliance to leadership

Safety compliance oversight (HSEQ Manager / Head of HSEQ)

Safety systems monitoring

  1. Monitor completion of daily prestarts, SWMS, and toolbox talks
  2. Review safety observations and incident reports
  3. Ensure licences, VOCs, and insurances are current in the system
  4. Track open corrective actions from audits or inspections
  5. Coordinate internal or external HSEQ audits
  6. Generate reports for executive or regulator as needed

Estimate and submit tenders (Estimator / Estimating Manager)

Tender preparation

  1. Analyse project scope and client requirements
  2. Quantify materials, labour, and equipment needed
  3. Request and assess subcontractor and supplier quotes
  4. Develop preliminary programme to support pricing
  5. Input and review cost build-up in estimating software
  6. Prepare commercial clarifications and methodology
  7. Finalise and lodge tender submission by due date

Plan programme (Construction Manager / Planning Manager)

Programme development and updates

  1. Create WBS and define key construction activities
  2. Determine sequencing, dependencies, and critical path
  3. Load durations, float, and key resource constraints
  4. Update programme weekly with actual progress
  5. Flag potential delays and resequence where needed
  6. Share live programme with team and stakeholders

Deliver project on site (Site Manager / Project Delivery Manager)

Site delivery management

  1. Plan daily works in coordination with supervisors and subcontractors
  2. Manage site access, materials, and safety setup
  3. Resolve on-site issues quickly to avoid disruption
  4. Monitor quality of works and enforce standards
  5. Coordinate inspections, hold points, and handovers
  6. Record daily site diary and submit progress photos

Manage subcontractors (Site Supervisor / Superintendent)

Subcontractor oversight

  1. Confirm daily attendance and task readiness
  2. Ensure compliance with SWMS, PPE, and site rules
  3. Conduct toolbox talks and raise safety issues
  4. Review work completed and sign off progress
  5. Escalate resourcing gaps, delays, or conflicts to the PM
  6. Track delivery of long-lead materials or plant

Issue purchase orders (Project Coordinator / Contracts Administrator)

Procurement processing

  1. Receive approved procurement request or quote
  2. Create purchase order in financial/project system
  3. Include scope, value, delivery dates, and retention if applicable
  4. Send PO to vendor and upload to system
  5. Track delivery and receipt confirmations
  6. Flag variations or overspend risks to PM

Track cost & variations (Project Manager / Commercial Manager / CA)

Commercial control

  1. Monitor approved budget vs committed and forecast costs
  2. Review subcontractor claims and match against progress
  3. Log all variations, delays, and changes in system
  4. Submit EOTs or cost variations to client with supporting evidence
  5. Approve internal variations and update budget forecasts
  6. Generate monthly cost reports and risk-adjusted margin

Manage documents (Project Coordinator / Document Controller)

Information management

  1. Upload new drawings, specs, and reports into CDE
  2. Apply correct naming conventions and metadata
  3. Check for and archive superseded versions
  4. Issue drawings to relevant team members with transmittals
  5. Maintain registers of drawings, RFIs, and submittals
  6. Ensure consistent folder structure and permissions

Review design/models (Designer / Architect / Digital Engineering Manager)

Model and design coordination

  1. Open latest federated model or design set
  2. Check for clashes, incomplete data, or non-compliance
  3. Mark up design issues or requests for information (RFIs)
  4. Attend coordination meetings and explain design rationale
  5. Update models or drawings based on approved changes
  6. Re-upload revised content and update documentation

Conduct site inspections (Foreman / Supervisor / Site Engineer / Safety Officer)

Quality and safety walkarounds

  1. Walk site areas daily to check safety controls and work quality
  2. Photograph and log defects or unsafe conditions
  3. Verify permits are in place (e.g. hot works, confined space)
  4. Check that works align with latest drawings
  5. Assign follow-up actions to team or subcontractors
  6. Record completed inspections in system

Handover to client (Project Manager / Commissioning Manager)

Practical completion and closeout

  1. Finalise defect list and track resolution
  2. Complete commissioning plans and checksheets
  3. Upload O&M manuals, warranties, and asset data
  4. Prepare handover pack and digital closeout records
  5. Schedule client walk-through and sign-off
  6. Confirm practical completion certificate and release retentions

Run meetings and actions (Project Manager / Project Director)

Team coordination and follow-through

  1. Prepare agenda and status reports
  2. Run site or design coordination meetings
  3. Record actions and assign owners with due dates
  4. Update action register and monitor completion
  5. Follow up overdue items or escalate as required
  6. Distribute meeting minutes and updates

Track compliance & risk (HSEQ Coordinator / Risk and Compliance Manager)

Ongoing risk tracking

  1. Review current risk register weekly
  2. Add new risks based on inspections or feedback
  3. Update mitigation measures and risk ratings
  4. Confirm risk ownership and follow-through
  5. Report on open or escalating risks to project team
  6. Assist with project audits and compliance reporting

Client liaison (PM / Director / Client Director / PM)

Client communication and support

  1. Provide regular updates on programme, costs, and key risks
  2. Schedule and run client-facing coordination meetings
  3. Log decisions, changes, and approvals from client
  4. Respond promptly to client RFIs or concerns
  5. Maintain transparent communication history
  6. Build trust and alignment to reduce disputes