Project Managers
What do they do? How much do they cost? Do I need one?
Here’s a quick guide to making a decision that’s right for you.
*This information has been checked for accuracy and non-bias by licensed professionals, subject matter experts, and previous survivors. Consult with a licensed professional about your specific situation.
first
What is
a construction
project
manager?
A Project Manager (sometimes called an “Owner’s Rep”) is your point person in the construction process. They plan, coordinate, and watchdog the building process so you don’t have to, and when necessary, will step in on your behalf.
A Project Manager
might make sense if:
You want an advocate and main point of contact for your rebuild process. Think of them as a buffer between you and your designer/architect, engineers, builder, inspectors, etc. The PM keeps them on schedule, tracks the budget and cuts way down on the number of emails and calls you get.
You’re using a Design-Build firm but want a third-party check on cost, schedule, and scope.
You’re short on time, or the project feels complex (permits, insurance, tricky site, etc).
You can afford it.
TIP:
Project Managers can often save you more than their fee by keeping your schedule and budget on track. Change orders and project inefficiencies can be costly.
What a
Project
Manager
does
Schedule & Budget: Helps establish a realistic schedule and tries to keep things on track, and keeps a running total so costs don’t creep.
Team Coordination: Keeps architect, engineers, builder, and inspectors aligned; leads weekly check-ins; sends action lists.
Bidding: Runs the bid process, does apples-to-apples comparisons, flags missing scope.
Permits & Paperwork: Tracks submittals, comments, resubmits; chases signatures and stamps.
Changes & RFIs: Explains cost/schedule impacts before you approve changes.
Quality & Close-Out: Manages punch list, warranties, and hand-off.
How they
typically
bill
Hourly with a not-to-exceed cap (most common, transparent).
Monthly retainer during active phases.
Flat fee per phase (pre-con, bidding, construction, close-out).
% of construction cost (less common for small residential; if used, define scope tightly).
TIP:
Budget a Project Manager in addition to your contingency, so you’re not choosing between oversight and finishes.
What to ask
before hiring
“Show a sample budget tracker, schedule, and meeting notes from a similar project.”
“How do you compare bids and expose missing scope?”
“What’s in your fee vs. not in your fee (ie, reimbursables)? How do you report when you need to increase your fee?”
“How often will I get updates, and in what format?”
“Who is my day-to-day contact? What’s your backup plan if they’re on vacation or otherwise unavailable?”
“Walk me through a rebuild where insurance proceeds were held in mortgage escrow. What did you submit for each draw, and how long did disbursements take?”
“Show me your coverage tracker and a sample draw package (redacted).”
“How do you manage recoverable depreciation and code-upgrade (O&L) documentation?”
“What’s your plan if the servicer rejects a draw or is slow?”
What are your exclusions and additional service offerings?
TIP:
Obtain proposals from at least 3 project managers so you have a solid basis for comparison of fees, scope, and compatibility. You are going to be working closely with them and a solid foundation of trust is critical.
Red flags
“We don’t carry E&O” (that’s their core insurance policy).
Vague proposals without deliverables or reporting cadence.
Refuses open, line-item budgets or won’t document decisions.
Hasn’t done residential projects in the area before.
How To Find A
Project Manager
1. Professional Organization Directories:
2. Word of Mouth:
If a neighbor, friend, or family member has worked successfully with a certain project manager, that is a good way to initially vet them.
Project managers can have a wide variety of credentials. Some may be architects, engineers, contractors, or come from a business or finance background. It’s important to confirm the following qualifications:
Do they have prior experience in the city or the region where you are building?
Do they have prior experience with new construction residential projects (not just remodels)?
Do they have a professional license or at the very least, a certification or business license?
Discounted
Service
Brass Tacks is an Altadena local company that offers discounted Owner’s Rep/Project Management services to Eaton Survivors who are underinsured.