1.1: Assess Resources Within the Practice Flashcards
Administrative Assistant
This member of a firm takes on project related administrative tasks, such as taking meeting minutes and maintaining project files. They can be invaluable during the CA phase of a project, when they might log submittals and RFIs, assist in completing and distributing field observation reports, and provide general administrative support to the project team. Their time is often billed directly to projects.
Associate / Intern
This member of a firm has the least amount of experience of all of the team members - they’re unlicensed, often recent graduates, and provide production work for the firm. They may be working towards licensure by taking the ARE and gaining experience via the AXP.
Bookkeeper
A member of a firm who manages the firm’s finances. This team member processes payroll, tracks invoices, and pays consultants.
Facility Manager
A member of large firms who coordinates the maintenance of the firm’s office space, this team member is also typically in charge of cleaning the office space, as well as coordinating any renovations that might be required.
Human resource management (HRM)
The formal set of policies, guidelines, and systems that a business employs to address the management of personnel within an office. These responsibilities include hiring, compensation and benefits, promotion, dispute resolution, and all other aspects of staff development and management.
Human Resources Professional
A member of a firm who’s responsible for creating and implementing recruiting and hiring plans, as well as ensuring that the firm is in compliance with applicable employment laws. This professional also maintains the firm’s employee handbook.
IT (Information Technology) Specialist
A member of a firm who handles all of the firm’s computing needs, including both hardware and software. They also manage the firm’s phone system, network, hard drives, and plotters. They’re typically also responsible for cyber security.
Marketing Coordinator
A member of a firm who seeks new work for the firm. This team member may source new clients by seeking RFPs to respond to, preparing responses to RFPs, and maintaining the firm’s website and social media accounts.
Receptionist
This member of a firm provides administrative support by greeting clients, managing architect’s schedules, and coordinating meetings. Their time is typically not billed to any specific project.
Acoustical Consultant
A consultant who may be hired by the architect on projects where noise or sound are of particular concern, such as a concert hall.
Door Hardware Consultant
A specialized consultant who the architect may hire to prepare the door schedule and specifications related to the functions of doors and other openings.
Exterior Envelope Consultant
A consultant who may be utilized on a project with a particularly complicated facade system. They’re typically hired by the architect.
Foundations Engineer
A specialized consultant who may be required on a project with particularly adverse soil conditions, or where a unique foundation design is required. If they’re required, the architect typically hires them, and they work closely with the architect and structural engineer.
Lighting Designer
A consultant who may be hired by the architect to specify and arrange the light fixures and controls for a project.
MEP Engineer
A consultant, typically hired by the architect, who designs the mechanical, electrical, and plumbing systems for a project.
Vertical Transportation Consultant
A consultant who can design and specify elevators and escalators. They’re typically hired by the architect if these systems are required by the program.
Expeditor
A consultant who works with the project team to file the project with the Authority Having Jurisdiction (AHJ). They may be hired either by the architect or the owner.
Structural Engineer
A common consultant on design projects, hired by the architect, who designs the structural system of the project.
Bar chart
Also called a Gantt chart, it is used to graphically depict the sequence and temporal overlap of project tasks or phases.
Critical path method (CPM)
A scheduling process in which all tasks necessary for the completion of a given goal (or overall project) are mapped out so that dependencies and optimal timeframes can be established.
Float
The amount of time a task can be delayed without affecting other tasks or the project end date.
Billable rate
The amount charged for labor performed, typically by the hour.
Overhead Costs
Expenses that your office incurs that are not directly related to a single project, but are required to keep the office running, such as the office lease.
Reimbursables
Any expense incurred on behalf of the project that, in accord with the contractual agreement, is to be reimbursed by the client. For example, travel and lodging costs associated with site visits.
Indemnification
Indemnification is a legal relationship where one party takes on responsibility for the loss or damage suffered by another party. The AIA contracts contain extensive references to this concept throughout, as the owner, architect, and contractor each indemnify the other in various ways.
RFQ
Request for qualifications: a request issued to a prospective supplier or consultant to demonstrate their ability to meet project requirements.
Scope of work
The full agreed-upon extent of what work is to be performed; also typically includes a list of deliverables and their schedule. The project team must be aware of and able to manage how this may change throughout design and construction.
Internal candidate
These candidates are already employees of the firm who may be considered to fill a different role, based on a hiring need.
Marketing
The act of promoting your services to your target audience. This is an activity that contributes to the firm’s overhead costs. Examples include creating or updating your website, seeking to be published in periodicals, and social media.
Utilization rate
The percentage of time spent on billable tasks. Calculated using the formula: (Direct Labor Hours/Total Labor Hours) x 100.
