Facilities Contract Administrator – Invoice Verification

Dabri, Inc; San Francisco (CA); On-site; USD 90,000 - 140,000; Full time

Benefits offered by this job

Health insurance

401(k) plan

Paid time off (PTO)

Job summary

Dabri, Inc. seeks an experienced Facilities Contract Administrator — Invoice Verification to support Airport facility contracts and CSOs. The role emphasizes detailed contractor invoice review and contract compliance.

You will verify invoices against contracts and CSOs, review labor rates and timesheets, and track invoice status, resolving discrepancies with Project Managers, Airport staff, and contractors before payment. Closeout and CSO admin support also apply.

Qualifications

• 4–8 years of experience in contract administration, construction administration, facilities management, invoice verification, project controls, procurement, or related field.
• 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 communicate issues to Project Managers and contractors.

Responsibilities

• Perform detailed, line-by-line review and verification of contractor invoices against the applicable contract and CSO.
• Verify 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 align with contract, CSO, and supporting docs.
• Review material, equipment, subcontractor, and other reimbursable costs against contract/CSO requirements.
• Verify invoice backup documentation is complete, accurate, and consistent with amounts billed.
• Review previous invoices and payments to identify duplicates or previously billed amounts.
• Maintain and track invoice logs, status, pending items, and backlog.
• Identify discrepancies, unsupported costs, missing documentation, incorrect rates, and billing issues.
• Discuss invoice discrepancies with Project Managers, Airport staff, contractors, and other parties and track through resolution.
• Coordinate revisions and resubmission of invoices as required.
• Confirm invoices meet Airport payment processing procedures before payment.
• Maintain invoice verification records and documentation supporting approval.

Skills

Invoice verification

Contract administration

Construction management

Excel

Communication

Attention to detail

Education

Bachelor’s degree in Accounting, Finance, Construction Management, Civil, Mechanical or Electrical Engineering, or a related field preferred

Tools

Contract management systems

Job description

Company Overview

Dabri is a specialized consulting firm providing premier Program and Construction Management services. We protect owner interests by delivering structured, detail-oriented, and reliable operational support for complex infrastructure projects.

Position Summary

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.

Key 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.

Contract & CSO Administration

• 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.

Claims & Issue Tracking

• 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.

Contract & CSO Closeout

• 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.

Skills & Qualifications

• 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.
• Experience with public agencies, airports, municipalities, construction contractors, or government contracts preferred.
• 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.

Education

• Bachelor’s degree in Accounting, Finance, Construction Management, Civil, Mechanical or Electrical Engineering, or a related field preferred.

Additional Requirements

• Must be able to work on-SFO Airport site in San Francisco, CA. (Monday through Friday, 8:00 AM to 5:00 PM.)
• Valid US work authorization required (no visa sponsorship available).
• Local candidates preferred.

What We Offer

• Health insurance
• 401(k) plan.
• Paid time off (PTO).
• Opportunity to grow within a dynamic consulting environment.
• Opportunity to support major Airport and public infrastructure programs