Project Management Office
Driving Project Success Through Structured Support
Project Management Support—Without the Overhead
Flowtrack provides a focused alternative to traditional project management. We don’t take control of projects, manage teams, or act as principal agents. Instead, we offer practical, hands-on support to consultants, contractors, and specialist suppliers by managing the commercial and administrative workload that surrounds project delivery.
Our role is to operate in the background, quietly and efficiently, handling the critical documentation, governance, compliance, cost tracking, claims, and reporting requirements that often burden technical and operational teams. This frees you up to focus on your core responsibilities, knowing that the project office is being professionally managed.
Our approach is execution-focused. From project budgets and payment applications to contract administration, MS Project schedules, variation orders, and monthly progress reports. We ensure each stage of your project is well-documented, aligned with client expectations, and ready for audit or close-out.
Support is available remotely or on-site, depending on your project’s complexity and requirements. Remote services are ideal for structured documentation, forecasting, and reporting. On-site support is available for high-impact commercial matters such as contract administration, claims preparation, live register management, and stakeholder reporting.
Whether you’re designing, building, or supplying, we work alongside your team, not in place of it, to ensure your project remains compliant, commercially protected, and moving forward with clarity and control.
Our Core Project Office Services
Commercial Clarity. Contractual Control. Project Confidence.
Project Budget Management
We build and manage detailed project budgets from initiation through to close-out, ensuring full cost control and visibility:
Initial budget setup based on scope and cost structures (CBS/WBS)
Alignment with contractual deliverables and milestones
Live budget tracking with version control
Early warnings on cost overruns and underperforming areas
Budget vs actuals reconciliation and reporting
Result: Predictable, defensible, and transparent project financials.
Project Cash Flow Forecasting
We forecast and track your monthly cash requirements to align funding needs with project progress:
Month-by-month forecasting based on schedule and procurement
Integration with MS Project
Updates based on actuals, committed costs, and scope changes
Cash flow curves for executive review and funding approvals
Result: Improved financial planning and funding control.
Payment Application Support
We prepare accurate, compliant payment applications in line with contract terms to support on-time payments:
Milestone or progress-based application preparation
Gathering and verifying backup documentation
Compliance with invoicing protocols
Application tracking and audit trail management
Result: Clean claims, faster approvals, better cash flow.
Progress Payment Applications
We manage monthly progress valuations, accurately capturing the value of completed work:
On-site or remote validation of actual progress
BOQ or percentage-based claim compilation
Prior certification tracking and retention handling
Running summary of all claims and payments
Result: Clear and accurate representation of earned value.
MS Project Planning & Updates
We create and maintain project schedules using Microsoft Project to control timelines and dependencies:
Detailed work breakdown structures (WBS)
Resource-loaded and logic-linked Gantt charts
Baseline tracking and schedule variance reporting
Integration with cash flow, claims, and risk plans
Result: A reliable, living programme to guide delivery.
Contract Administration
We manage all contractual records, correspondence, and registers to keep your obligations and rights clear:
Contract review and risk identification
Issuing and logging instructions, RFIs, and notifications
Submittal tracking and approval follow-ups
Filing system for audit and compliance
Result: Solid documentation, reduced risk exposure.
Variation Order Management
We manage the full variation process, ensuring scope changes are captured and recovered:
Identification and documentation of changes
Pricing and submission of variation proposals
Negotiation with clients and approval tracking
Variation register maintenance
Result: Commercial protection for all out-of-scope work.
Extension of Time (EOT) Claims
We handle time-related claims to protect against delay penalties:
Contractual entitlement review
Delay analysis using accepted methodologies
Compilation of evidence and supporting documentation
EOT claim preparation, submission, and negotiation
Result: Retain your programme integrity and avoid liquidated damages.
Monthly Progress Reporting
We prepare professional, structured monthly reports for clients, stakeholders:
Progress tracking vs baseline schedule
Earned value, cost reporting, and claim summaries
Key issues, risks, and mitigation status
Look-ahead milestones and action tracking
Result: Clear visibility and stakeholder confidence.
Need On-Site Support or Remote Management?
Our Project Office services can be delivered remotely from our base or directly on your project site. We adapt to your team’s structure and your client’s expectations.
Who We Work With
Our clients include:
Consultants who need help with structured documentation, reporting, or procurement admin
Contractors who require compliance support, commercial oversight, or handover preparation
Suppliers who must meet project documentation standards, from delivery notes to warranty packs
If you’re involved in a project and responsible for delivery – Flowtrack can assist.