Client Representation in Interior Fit-Out: When a Company Needs Someone on Their Side of the Table
Alessandro Nicotra
Portfolio & Strategy
In short
— A client representative manages the project on behalf of the company. They do not do the planning themselves, but ensure that planning and construction are carried out correctly.
— It is particularly worthwhile when internal time or expertise is lacking and multiple planners, a general contractor, or a landlord are involved.
— Decisions remain with the client. The representative prepares them in such a way that they can be made in a single meeting.
A renovation is a rare event for most companies. Planners, contractors, and landlords do it every day. Client representation levels this playing field: it speaks the language of the construction site while solely representing the company's interests.
If you only build once, you should have someone who does it often.
What does a client representative do?
They stand between the company and everyone working on the project. They define the objectives, obtain quotes, review plans, costs and schedules, and lead meetings. They are therefore not site managers: Site management oversees the work as it progresses, while client representation acts as a proxy for the client (WEKA).
In everyday practice, this means: Someone reads the quote before it is signed, questions supplementary claims when they arise, and identifies potential delays early on. Executive management receives clear bases for decision-making rather than mere status updates.
Why is this needed when there is already an architect?
Because planners and site management can act extensively on behalf of the client, often without them realising it. Under the SIA 102 regulation, the planner represents the client in a legally binding manner vis-à-vis third parties, insofar as activities customary to their work are concerned. Moreover, the SIA 118 standard stipulates that declarations of intent by the site management concerning the work are binding on the client, provided their authority is not restricted in the contract (WEKA). An audited final invoice or formal acceptance can therefore legally bind a company.
A client representative helps deliberately define these powers of attorney and focuses closely on matters concerning money, deadlines, and quality.
HIAG Bahnhofplatz, Zurich
When is client representation worthwhile?
Whenever the project is larger than the internal time available for it. Three situations are typical:
Tenant fit-out with landlord. The landlord builds the base build, the company handles the tenant fit-out. Who bears which costs, who is liable for what, when is the handover? Much of this is decided in the contract, long before construction begins.
General contractor or design-build contractor. A lump-sum price provides certainty. However, what it precisely includes only becomes apparent in the details. Client representation ensures that what is built matches what was ordered.
Large spaces and new ways of working. When a renovation goes hand in hand with organizational change, you need someone who brings space, people, and deadlines together.
What distinguishes client representation from an interior design perspective?
We design and plan ourselves, which is why we ask the right questions at the right time. We know where a test fit is overly optimistic, where a glass partition won't solve acoustics, and where lighting design is missing. At the same time, we do not sit on the planners' side, but on yours.
How does Studio Nicotra work as a client representative?
With clear goals at the start and short decision-making paths thereafter. At the beginning, we define what the project is intended to achieve: space, working methods, costs, schedules, and quality. We measure every planning stage and every quote against these benchmarks. In our own project management tool, costs, schedules, decisions, and open points are in one place for everyone involved.
For Huber+Suhner, we are supporting the site development in Herisau as client representatives and subject matter experts for modern working environments. There, it is not just about a building, but about how a company wants to work in the future. It is precisely at this interface between organization and space that representation from an interior design perspective is at its strongest.
What remains with the client?
All key decisions. According to SIA 102 as well, the planner obtains the client's instructions for measures that are significant in terms of schedule, quality, or finances. Good representation does not take away decisions, but prepares them in such a way that they are easy to make: with options, costs, and a clear recommendation.
Kanadevia Inova, Zurich
Frequently Asked Questions
What is the difference between client representation and site management?
Site management oversees the execution on the construction site. Client representation advocates for the company's interests throughout the entire project, vis-à-vis designers, contractors, and landlords.
From what project size is client representation worthwhile?
It is less about the area and more about the complexity. As soon as multiple designers, a general contractor, or a landlord are involved, and no one internally has time for it, it is usually worthwhile.
When should client representation be brought on board?
As early as possible, ideally before signing lease or design contracts. That way, powers of attorney, cost allocation keys, and schedules can still be shaped.
Does Studio Nicotra also handle planning itself when acting as a client representative?
That depends on the project brief. As client representatives, we manage other designers. However, we can also provide both planning and representation from a single source if that makes sense for the project.
How is client representation remunerated?
Usually based on time and materials or as a lump sum per phase. We define the framework together at the beginning.
Sources
The Peculiarities of Agency Effects in Construction, Carlo Peer, WEKA, 2025
Construction Manager: What Legal Aspects Must Be Considered?, Matthias Streiff, WEKA, 2025
A great project requires many hands. And someone who ensures that the end result is what the company truly needs.
Contact
Listening is our first draft.
Every project begins with a conversation. Tell us what you have in mind: a new working environment, a restaurant, a space for the future. We bring an open mind, curiosity, and experience in strategy, interior design, and lighting. We'd love to meet at our studio on Gutstrasse in Zurich. Or wherever your project is coming to life.