Facilities Contract Administrator – Invoice Verification

Dabri, Inc•San Francisco, CA

9d•Onsite

About The Position

Dabri is seeking an experienced Facilities Contract Administrator – Invoice Verification to support Airport facility contracts and as-needed Contract Service Orders (CSOs). This position will have a strong focus on detailed contractor invoice review and contract compliance. The successful candidate will verify invoices against the applicable contract and CSO requirements, period of performance, work performed, labor rates, timesheets, quantities, and supporting documentation. The position will also track invoice status and backlog, identify discrepancies, and coordinate with Project Managers and contractors to resolve issues before payment. The position will also support contract records, CSO administration, claims tracking, and contract closeout.

Requirements

4–8+ years of experience in contract administration, construction administration, facilities management, invoice verification, project controls, procurement, or a related field.
Demonstrated experience performing detailed contractor invoice review and verification.
Experience reviewing invoices against contracts, CSOs, work authorizations, and supporting documentation.
Experience verifying labor rates, labor classifications, timesheets, quantities, and reimbursable costs.
Ability to identify discrepancies and clearly communicate issues to Project Managers and contractors.
Experience tracking invoice status, outstanding items, and invoice backlog.
Strong Excel and Microsoft Office skills.
Experience with contract management, financial, procurement, or document management systems.
Strong attention to detail and ability to work with large volumes of contract and invoice documentation.
Strong organizational, analytical, communication, and follow-up skills.
Ability to work independently while coordinating effectively with Project Managers, contractors, and client staff.
Valid US work authorization required (no visa sponsorship available).

Nice To Haves

Experience with public agencies, airports, municipalities, construction contractors, or government contracts preferred.
Bachelor's degree in Accounting, Finance, Construction Management, Civil, Mechanical or Electrical Engineering, or a related field preferred.

Responsibilities

Perform detailed, line-by-line review and verification of contractor invoices against the applicable contract and CSO.
Verify the contract/CSO number, period of performance, scope of work, work performed, quantities, and applicable billing requirements.
Verify labor classifications and contract-approved labor rates.
Review employee timesheets and labor backup to confirm hours billed are consistent with the contract, CSO, and supporting documentation.
Review material, equipment, subcontractor, and other reimbursable costs against applicable contract and CSO requirements.
Verify invoice backup documentation is complete, accurate, and consistent with the amounts billed.
Review previous invoices and payments to identify duplicate, cumulative, or previously billed amounts.
Maintain and track invoice logs, invoice status, pending items, rejected invoices, and invoice backlog.
Identify discrepancies, unsupported costs, missing documentation, incorrect rates, billing period issues, and other exceptions.
Discuss invoice discrepancies with Project Managers, Airport staff, contractors, and other appropriate parties and track each issue through resolution.
Coordinate revisions and resubmission of invoices when required.
Confirm invoices meet Airport payment processing procedures before processing for payment.
Maintain appropriate invoice verification records and documentation supporting the approval of each invoice.
Create, update, and maintain contract records in Airport, City, and State systems.
Set up contract templates and perform accurate contract-related data entry.
Create, issue, analyze, award, and modify CSOs for as-needed contracts.
Review contract and CSO requirements to ensure invoices and contractor billings are consistent with authorized work.
Track contract expenditures, invoice activity, and outstanding contract items.
Track claims, disputed invoices, and other outstanding contract issues through resolution.
Collect and organize supporting documentation.
Coordinate with Project Managers and contractors to obtain missing information and resolve discrepancies.
Maintain clear records of discussions, decisions, supporting documentation, and resolution status.
Support contract and CSO closeout activities.
Verify that required deliverables, warranties, and other contractual requirements have been received.
Review documentation related to substantial completion, punch-list items, and final completion.
Verify final invoices and outstanding payments are properly resolved before closeout.
Maintain closeout records and lessons-learned documentation.