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  • <h1>Office Project Management Support</h1>

    Office Project Management Support

    We oversee the full fit-out process, from technical analysis and budget planning to scheduling, contractor coordination, site inspections, and project close-out.

    Arrange an apointment
Walter Herz

Support in office project management

A ready-to-use office without the chaos or unnecessary costs.

Fit-out project management is far more than coordinating contractors. It is a strategic approach to time, budget, and delivery quality. Project Management helps reduce risk, avoid unexpected costs, and keep the entire project running smoothly.

At Walter Herz, we guide clients through every key stage. from concept and documentation, through contractor selection, to execution and handover. This allows you to focus on running your business, not on the day-to-day management of your office fit-out.

What can we help you with?

  • Is your fit-out budget running over?

    We review the scope, cost estimates, and material specifications. We identify where costs can be optimised without compromising the functionality or quality of the space.

  • Is your project timeline slipping?

    We monitor progress, identify risks, and implement corrective actions. We reorganise the task sequence to minimise the impact of delays on the final handover date.

  • Don't want to involve your team in the build?

    We take over the operational management of the project. We coordinate contractors, timelines, budgets, and decisions, so your team can stay focused on their work.

  • Is your contractor raising additional costs?

    We verify the validity of claims against the documentation, contract, and agreed scope of works. We eliminate unjustified costs and negotiate solutions that protect your budget.

  • Are defects or workmanship issues emerging?

    We conduct technical inspections, compile snagging lists, and oversee the rectification of all defects. We ensure the quality of workmanship and that the office is ready for safe occupation.

  • Is your project lacking proper oversight?

    We establish clear communication flows, regular reporting, and a single source of truth for the project. This gives you full visibility of progress — without having to be on site.

  • Is your board too stretched to handle every decision?

    We streamline the decision-making process. We prepare clear recommendations and cost scenarios so the board is only involved in decisions that truly matter.

  • Don't have the technical expertise in-house?

    We translate complex technical matters into business language and represent the client's interests exclusively in discussions with designers, the landlord, and contractors.

STAGES OF COOPERATION

Straight path from concept to completion

Kompleksowo prowadzimy proces fit-outu od analizy technicznej i budżetu po harmonogram, koordynację wykonawców, odbiory i rozliczenie prac.

Process
Process
Walter Herz

We will carry out a technical analysis and site survey

We assess the technical condition of the space and its fit-out potential. We provide preliminary cost estimates, verify the safety of the premises, and identify areas requiring additional expert assessments or specialist surveys. From the very start of the project, we flag key risks and give you greater control over the investment process going forward.

1

We will develop the concept and project brief

We translate the organisation's needs into a functional space layout, fit-out standard, and realistic technical assumptions. We verify whether the proposed solutions align with your business objectives, budget, and the team's future ways of working.

2

We will review your initial fit-out budget

We analyse costs for the selected location, review cost estimates, and identify items requiring optimisation. We compare possible scenarios to support decision-making and reduce the risk of budget overruns at later stages.

3

We will put your construction documentation in order

We ensure all project materials are complete, up to date, and consistent. We review drawings, specifications, and technical and formal approvals to reduce the risk of errors, ambiguities, and costly changes during the construction phase.

4

We will prepare the project delivery schedule

We develop a realistic work plan that accounts for dependencies between designers, contractors, suppliers, and the landlord. We monitor progress, identify delay risks, and recommend actions to help keep the project on schedule.

5

We will coordinate communication and document flow

We establish clear rules of engagement between all project stakeholders. We organise meetings, reports, status updates, and decision flows — so you have full visibility of progress without having to manage every detail on a daily basis.

6

We will manage the selection of contractors and suppliers.

We prepare tender documents, evaluate proposals, and recommend partners suited to the scope, standard, budget, and timeline. We support negotiations to secure favourable terms and reduce execution risks.

7

We will coordinate project execution, inspections, and final settlement

We supervise the construction and installation works, ensuring delivery is consistent with the documentation, schedule, and agreed standard. We coordinate contractors, resolve ongoing technical issues, and respond to conflicts that may affect the timeline or budget. We conduct inspections, prepare snagging lists, oversee the rectification of defects, and verify the as-built documentation and final project settlement.

8
EXPAND THE FULL PROCESS

Why work with us?

  • 1

    Greater control over your project budget

    We identify which elements of the project drive the highest costs and where savings can be found without compromising quality. This helps maintain the right office standard while keeping your fit-out budget under control.

  • 2

    Smoother project delivery

    We identify design, technical, and organisational conflicts before they translate into delays, additional costs, or disruption on site. You gain greater control over the progress of works and a reduced risk of stoppages.

  • 3

    Better decisions before signing the contract

    Before you select your office, we assess the real fit-out potential of the space, identify possible constraints, and estimate the cost of works. This means you make your leasing decision with a clearer picture of the full investment.

  • 4

    Access to vetted contractors

    We match partners to your project's budget, standard, and timeline. This reduces the risk of ad hoc decisions, mismatched proposals, and costly problems during the construction phase.

  • 5

    Thorough handovers and fewer defects after move-in

    We inspect the space before it is handed over for occupation. You receive a structured snagging list, oversight of defect rectification, and a complete set of documentation, reducing the risk of issues arising after move-in.

  • 6

    An experienced team on your side

    You don't need to handle technical discussions, analyse cost estimates, or coordinate multiple project parties on your own. You have a partner who looks after your interests, brings clarity to decision-making, and gives you greater peace of mind.

OUR PROJECTS

Real challenges, proven processes, measurable results

Each project is a specific story on savings, a new office or a successful transaction. Discover how our experience translates into effective decisions and measurable results.

Case study
Case study
  • Xceedance Krakow office attracts talents
    Binu Nair
    Xceedance Krakow office attracts talents

    Xceedance is a global company supporting the insurance and InsurTech sectors, developing its international team in Krakow as a hub for the EMEA Region. The goal of the project was to acquire a property for the company’s headquarters that would be the brand’s showcase and provide a comfortable, scalable work environment. We guided the company through the entire process from a strategic market research, through the selection of project partners and lease arrangements, to the turnkey fit-out and the handover of the finished space.

    FIND OUT MORE
  • A new headquarters as a tool for collaboration and growth
    Marzena Skowron
    A new headquarters as a tool for collaboration and growth

    A leader in debt management in Poland and Europe faced a key decision: remain in an office spread across multiple floors or invest in a new headquarters that would genuinely support the organisation’s growth. Our role was to guide the company through the entire process, from identifying its needs to signing the lease and delivering a ready office.

    FIND OUT MORE
  • The office as a showcase of the brand
    Łukasz Wędel
    The office as a showcase of the brand

    Odrabiamy.pl is an educational platform dynamically expanding its international team. Its previous headquarters no longer kept pace with the scale of its operations. Our client was looking for a new office space located closer to the centre of Krakow, which would be a showcase of the brand and provide real support in everyday work. Our task was to carry out the entire process in a consistent and cost-predictable way, from market analysis to handover of the finished space.

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  • Office space supporting hybrid work
    Olga Kwiatkowska
    Office space supporting hybrid work

    After more than 10 years in one location, the law firm had to face the decision to stay in the current office or to move to a new headquarters better adapted to hybrid work. Our task was to carry out the entire process so that the change of address would translate into a real improvement in the comfort of work, reducing costs and reviving the firm’s image.

    FIND OUT MORE

Our customers’ opinions say the most about us

Contact us

Book a free office space analysis.
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Planning a new office, a redesign, or a space fit-out? Fill in the form and a Walter Herz advisor will get back to you with a proposal for a free preliminary technical analysis. We will assess the potential of the space, possible risks, cost drivers, and areas worth reviewing before you make your decision.

FAQ

Find answers to frequently asked questions

Ideally at the space analysis stage or before signing the lease. This allows you to assess the real costs of fit-out, possible technical constraints, schedule risks, and the scope of works required to get the office up and running.

No. Support can cover the entire process: from technical analysis, initial budgeting, and concept development, through documentation, contractor selection, and scheduling, to construction coordination, inspections, snagging lists, and final project settlement.

You gain greater control over budget, timeline, quality, and communication throughout the project. You no longer need to coordinate contractors yourself, analyse technical documentation, or respond to every issue that arises during the construction phase.

Yes. We analyse preliminary cost estimates, the condition of the space, the scope of works required, and potential additional costs. This allows you to compare locations not only on rent, but also on the real investment needed to prepare the office.

We verify whether the costs reported stem from a genuine change in scope, contractual provisions, documentation, or site conditions. We assess their validity, recommend next steps, and support discussions with the contractor to protect the client's budget.

We do not replace designers or contractors. We represent the client's interests and coordinate the work of all parties involved. We ensure that documentation, scheduling, budgeting, communication, and construction quality are managed in an organised and secure manner.

We establish a clear reporting structure, document flow, and schedule of status meetings. This gives you ongoing visibility of progress, decisions, risks, and costs — without the need to be involved in every detail of the project on a daily basis.

Yes. We can represent the tenant even when part of the works — or the entire fit-out process — is being coordinated by the landlord. We review the scope, timelines, workmanship standard, documentation, and inspections to protect the tenant's interests at every stage.

We verify that the works have been completed in accordance with the documentation, technical standards, and project agreements. We prepare a snagging list, oversee the rectification of defects, verify the as-built documentation, and support the proper settlement of the project.

No. Construction is just one stage of the process. We support the client from the very beginning — starting with the technical analysis of the space, initial budgeting, and concept development, through documentation and the selection of contractors and suppliers. We then coordinate the schedule, communication, construction works, inspections, snagging lists, and final project settlement.

We tailor the reporting frequency to the scale and stage of the project. We typically work with regular status meetings, progress reports, and summaries of risks, decisions, and costs. The client receives a clear picture of the situation without the need to oversee the construction site on a daily basis.

On the client side, we need access to a decision-maker and representatives from administration, HR, IT, or other teams whose requirements shape the functionality of the office. We manage the project operationally, while the client makes key decisions based on the options, recommendations, and data we prepare.

We support projects in Warsaw and in the major regional cities, including Kraków, Wrocław, the Tri-City, Poznań, Katowice, and Łódź. For larger organisations, we can coordinate works across multiple locations, ensuring a consistent standard and uniform reporting structure.

No. We present the full scope of support because it allows the project to be delivered end to end, but the service can be tailored to the client's specific situation. We can take over the entire process or provide support in selected areas only — such as budget analysis, contractor tendering, schedule coordination, or space handover.

Yes. We can step into a project at various stages if the client needs to bring order to the process, regain budget control, support in discussions with contractors, or oversight of the works in progress. In such cases, we assess the current project status and recommend a scope of actions that will genuinely take the pressure off the client's team.