Document & Invoices Administrator

The Weitz Company / Contrack Watts, Inc. • McLean, VA

4d • Onsite

About The Position

Our Company views employees as our most valuable asset, and the key to our success. We are committed to growing a diverse and inclusive culture that inspires, motivates, and continuously improves. Community involvement, employee empowerment, and strong relationships makes our Company a great place to work.

Orascom E&C USA is seeking a Document & Invoices Administrator to be located in our McLean, VA office.

What You’ll Do:
Manage and control all project documentation, including engineering transmittals, correspondence, and contractual records generated by the Procurement Team.
Implement and enforce document control procedures to ensure all documentation is properly recorded, tracked, and archived.
Distribute documents internally in a timely and controlled manner.
Maintain a well-structured filing system (electronic and physical) for all project documentation.
Track document submissions, including internal reviews and approvals, and proactively follow up to avoid delays.
Maintain detailed document logs, monitor deadlines, and issue regular (weekly) status reports.
Review and verify invoices for completeness, accuracy, and alignment with purchase orders, contracts, and approved quantities.
Flag discrepancies and coordinate internally with the relevant Package Manager for resolution and direction.
Maintain accurate invoice logs and status tracking, ensuring full visibility on approvals, submissions, and payments.
Coordinate with Package Managers and the Finance team to support timely invoice processing and payment follow-up.
Maintain organized records for all invoices and related financial documentation.

Requirements

• A minimum of 1-3 years in document control, invoicing, or project administration.
• Strong time management skills
• Excellent verbal and written communication
• Ability to balance and prioritize projects with impending deadlines
• Ability to work effectively with internal stakeholders (Project Managers, Finance, & Project Teams)
• Detail-oriented and highly organized
• Candidate should have experience with Microsoft Office Suite, Apple products (iPhone & iPad) and have the ability to learn specific software.

Nice To Haves

• Experience in construction or EPC projects is a strong advantage.
• Basic understanding of construction documentation is a plus

Responsibilities

• Manage and control all project documentation, including engineering transmittals, correspondence, and contractual records generated by the Procurement Team.
• Implement and enforce document control procedures to ensure all documentation is properly recorded, tracked, and archived.
• Distribute documents internally in a timely and controlled manner.
• Maintain a well-structured filing system (electronic and physical) for all project documentation.
• Track document submissions, including internal reviews and approvals, and proactively follow up to avoid delays.
• Maintain detailed document logs, monitor deadlines, and issue regular (weekly) status reports.
• Review and verify invoices for completeness, accuracy, and alignment with purchase orders, contracts, and approved quantities.
• Flag discrepancies and coordinate internally with the relevant Package Manager for resolution and direction.
• Maintain accurate invoice logs and status tracking, ensuring full visibility on approvals, submissions, and payments.
• Coordinate with Package Managers and the Finance team to support timely invoice processing and payment follow-up.
• Maintain organized records for all invoices and related financial documentation.

Benefits

• Competitive Pay
• Rewarding Bonus Program
• Comprehensive Benefits Package with Tax-Advantaged HSA and FSA offerings
• Employer-Paid Short- and Long-Term Disability Programs
• Employer-Paid Life Insurance
• Generous Paid Time Off Provisions
• 401K Retirement Savings Plan with Company Match
• Tuition Reimbursement
• Fully Paid Parental Leave
• Voluntary Products Including: Critical Illness Insurance and Accident Insurance
• Corporate Wellness Program with Wellness Time Off and Rewards

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed
• Number of Employees: 501-1,000 employees