Success Factor Snapshot

VFS is the driver of innovation in our industry. Our customer centric philosophy puts the needs of our clients at the forefront of every job. We recognize that our success is based on the relationships we have formed with our clients over the years, and we endeavor to show our appreciation every day through outstanding customer service.

The initial focus of the position will be to achieve goals by following SOP’s and completing AIA billing, processing change orders with in the contract timeframes/deadlines.

The overall goal is to establish the company as an industry leader, customer satisfaction, meeting customer needs, and completing projects on-time. 

AIA Contract Specialist Success Factors

The AIA Contract Specialist will be responsible for improving the accuracy of billings, information review of AC & LiNC. Some of the opportunities and challenges may include:

  • Leading weekly finance contract meetings and communications with members of the Finance Team which may include Accounts Payable Specialist and the AIA Billing Admin Specialist 
  • Monthly meetings with operations to determine material and labor hours that may be billed for the current month.
  • Knowledge of Contract Bill Dates
  • Knowledge of Lien Dates

 Responsibilities:

 Weekly

  • Change Orders | Process in LiNC & AC
  • Assist with National Affiliate Contracts
    • Send Contracts to Affiliates
    • Confirm we receive W-9, COI, etc.
    • AIA billings from Affiliates
  • Liaison with Operations

 Monthly

  • Billings | Deliver by designated contractual dates
  • Billings | Textura and other portal uploads
  • Releases | Coordinate with Accounts Payable for Conditional Progress, Conditional Finals for Vendors and Subcontractors
  • Releases | Coordinate with Controller for Unconditional Final
  • Review Pre Lien dates with Controller

Other Responsibilities

  • Project LiNC | Update Notes related to the project you are working on
  • Project LiNC | Update Change Orders approved

Competencies

Customer | Client Focus

Finance Background

Contract Experience

Pre Lien Process & Tracking

Ethical Conduct

Personal Effectiveness | Credibility

 Supervisory Responsibility

This position has no supervision responsibilities.  

Work Environment

While performing the duties of this job, the employee regularly works in an office setting.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle, feel or operate objects, tools or controls, and to reach and lift with hands and arms. The employee is frequently required to stand, ascend and descend stairs.

 Position Type/Expected Hours of Work

This is a full-time position. Standard days and hours of work are Monday thru Friday, 7:00 a.m. to 4:00 p.m., unless otherwise agreed upon with Supervisor.

Travel

None

Required Education and Experience

Three years’ experience in Construction, AIA Contracts, AIA Change Orders, AIA Billing or any similar combination of education and experience, along with continuing education.

Work Authorization | Security Clearance (if applicable)

 Pass a complete Background Check 

Authorized to work in the United States

E-Verify | Equal Opportunity Employer

 Additional Eligibility Qualifications

Oral Communication: Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.


Teamwork: Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback. Puts success of team above own interests; Supports everyone's efforts to succeed.

Problem Solving: Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional situations.

Interpersonal Skills: Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Possess the ability to work on multiple tasks and diverse projects simultaneously and in a demanding, fast paced environment.

Ethics: Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and upholds organizational values.

Strategic Thinking: Develops strategies to achieve organizational goals; Understands organization's strengths and weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.

Dependability: Punctual to work and meetings. Follows instructions and responds to management direction; Takes responsibility for own actions; Keeps commitments and exhibits good follow-up skills; Completes tasks on time or notifies appropriate person with an alternate plan.

Innovation: Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Accessibility: If you need an accommodation as part of the employment process please contact Human Resources at
Phone:  714-778-6070
Email: elizabeth.z@vfsfire.com

Equal Opportunity Employer, including disabled and veterans.

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