Practice Manager I

PRACTICE MANAGER

The Practice Manager is a seasoned administrative professional who aids the team by providing oversight for billing processes, office coordination, onboarding, and contract/construction administration documentation. Reporting to a Project Manager or Principal, daily tasks involve the management of documentation for diverse building renovation and new construction projects.

WHAT YOU BRING TO THE TABLE

• An AS (or BS) in a related field of study is preferred, but not required
• Eight (8) years of experience in an administrative role
• Previous A/E/C firm experience is required
• Foundational knowledge of A/E/C design processes and construction phase activities, including vehicles of change
• Expertise in preparing American Institute of Architect (AIA) contracts and other related documentation
• Interpersonal and customer service skills, as well as an ability to communicate clearly – both verbally and via written correspondence
• Proficiency in Microsoft Office Suite and/or related software
• Ability to function well in a fast-paced environment that often requires immediate turnaround
• Sharp time management skills, with a proven ability to complete tasks on time or ahead of schedule
• Advanced understanding of clerical procedures and systems, such as recordkeeping and filing

CORE DUTIES

• Provide oversight for the onboarding of new team members, including setup for workstations, equipment, calendars, etc.
• Mentor and cross-train administrative team members and identify/create new learning opportunities to advance the team’s knowledge of A/E/C processes
• Coordinate and distribute the administrative team’s workload
• Provide clerical support for other offices as needed
• Prepare proposals and contracts, including letters of agreement, engineering and AIA documents
• Manage billing processes and field inquiries regarding finances, inventories and payment from internal teams, consultants and vendors
• Coordinate all facets of conference attendance for teams, including registrations, reservations and exhibitor requests
• Assist the marketing team in obtaining information for local marketing initiatives
• Manage documentation by assisting with the design / construction process, with emphasis on Construction Documents through Construction Administration / Closeout phases. Responsibilities include but are not limited to:
  • Creation of specifications, coordination of project manuals, drawing review, submittals, vehicles of changes and closeout procedure
  • Coordination with the local and state authorities having jurisdiction for application submissions and follow up.
  • Create and maintain project document history log.
• Coordinate social gatherings, including holiday parties, special events, luncheons, and workshops/training sessions
• Maintain office supplies and office equipment

CORE COMPETENCIES

• Collaborates
• Communicates Effectively
• Customer Focused
• Financial Acumen
• Instills Trust

WHAT WE OFFER: CPL cares about your future with us! That’s why we offer the following benefits to you and your family:

• Internal Mobility & Career Advancement
• Healthcare for you and your family including spouse coverage: Medical, Dental, Vision & Prescription insurances. Single Plans with 100% paid premium
• Flexible Time Off 8 Holidays a year
• Retirement Savings Plan - Contribution from CPL to grow your retirement funds.
• Tuition Assistance: You may be eligible for continuing education assistance.
• Student Loan Assistance Program: CPL will contribute up to a maximum of $100 a month for 5 years ($6,000 total) towards student loan debt.
• Licensure Assistance
• Long-Term Disability Insurance Company/team member premium sharing
• Flexible Spending Account $5,000 dependent childcare annually paid 100% by team member pre-taxes.
• FREE Life Insurance and AD D Insurance
• Voluntary Short-Term Disability Insurance

WHAT DOES IT LOOK LIKE WORKING HERE? We believe that building a strong community is about establishing a prevailing sense of fellowship among our team members, friends, and neighbors.

• Collaboration – working with others towards the best solution, placing great emphasis on the collective wisdom of our internal teams.
• Family – celebrating others’ successes, genuinely caring about the happiness and well-being of our team members and recognizing their own families as extensions of the CPL family.
• Fun – not taking oneself too seriously, fully understanding that fun at work is conducive to productivity.
• Inspiration – contributing to an uplifting workplace that facilitates growth and success by maintaining a positive, upbeat attitude.
• Integrity – doing what is ethically right and providing reliable follow-through on commitments.
• Ingenuity – seeking new opportunities and consistently identifying unexpected and practical ways to solve problems.

The rate for this position generally ranges between $54K -81Kannually. This range is a good faith estimate provided pursuant to the New York Pay Transparency Law. It is based on what a successful New York applicant might be paid and assumes that the successful candidate will be in New York or perform the position from New York. Similar positions located outside of New York will not necessarily receive the same compensation. Actual pay rates may vary from the range, as permitted by New York Equal Pay Transparency Law. Compensation offers will be based on various factors, including operational needs, individual education, qualifications and experience, work location and comparison to employees already in the role, as well as other considerations permitted by law. A potential new employee's pay history will not be used in compensation decisions.

CPL does not accept unsolicited resumes from recruiting professionals or agencies, nor do we accept resumes from any source that does not reference a specific, open position. CPL will not be responsible for any fees arising from the use of resumes submitted by recruiting professionals or agencies that do not have a current placement fee agreement with CPL. All initial communication with recruiting professionals or agencies must go through our Talent Acquisition Team.