Site Admin Manager

Bilfinger is an international industrial services provider with a vision to be the No. 1 for its customers in enhancing efficiency and sustainability within the process industry. Bilfinger’s comprehensive portfolio spans the entire value chain, from consulting & engineering to prefabrication & installation, access & insulation, and services that improve the asset performance of industrial plants. The company operates in three geography-based segments: Western Europe, Central Europe, and International, with primary activities in Europe, North America, and the Middle East. Its process industry customers come from markets such as chemicals & petrochemicals, energy, oil & gas, and pharma & biopharma. With about 31,000 employees, Bilfinger upholds the highest standards of safety and quality, generating revenue of 5.4 billion in the financial year 2025. To achieve its goals, Bilfinger has identified two strategic levers: Operational Excellence to continuously improve its own efficiency and performance, and Market Expansion to strengthen customer orientation and establish Bilfinger as the partner of choice.Role PurposeThe Site Admin Manager is responsible for managing the Site Admin team and ensuring effective, compliant, and timely execution of site administrative support activities, including HR administration, timekeeping, payroll support, employee lifecycle documentation, onboarding, terminations, billing support, and related site processes. The Site Admin Manager serves as the primary escalation point for Site Admin matters and partners closely with HR, Shared Services, Payroll, Finance, Operations, Fleet, Billing, and Accounts Payable to ensure consistent and reliable support to site operations.Role & ResponsibilitiesSAFETY & COMPLIANCEEnsure Site Admin team members understand and follow company policies, client requirements, labor regulations, document retention expectations, and HR/payroll compliance procedures.Act as the first point of escalation for Site Admin compliance issues, missing documentation, late submissions, or process deviations.Ensure administrative processes supporting employment, onboarding, timekeeping, payroll, and terminations are performed accurately, consistently, and in accordance with applicable requirements.Promote a culture of accountability, confidentiality, safety awareness, and compliance across the Site Admin team.All employees are expected to maintain the highest health and safety standards and to follow all relevant Company and client safety rules and regulationsQUALITYConducts periodic reviews of Site Admin processes, HR/Finance documentation, timekeeping records, and related administrative workflows to identify errors, improve process consistency, and ensure policy adherence.Establish and monitor quality expectations for Site Admin deliverables, including accuracy, timeliness, completeness, and responsiveness.Identify recurring process gaps and partner with HR, Finance, Payroll, and Operations to implement corrective actions.Standardize administrative processes across assigned sites where practical.OPERATIONSManage and ensure timely, accurate collection of new hire information of new positions to be filledManage the Site Admin team’s support of employee site induction and orientation processesEnsure completion, review, and timely submission of all personnel forms & checklists for employee life-cycle events including but not limited to the following:Recruitment & SelectionOnboardingPromotionsRate ChangesTerminationsMonitor the collection of all required information needed to conduct MVR (Motor Vehicle Report) check to ensure compliance with Bilfinger’s policies and safety regulationsEnsure I-9 verification and E-Verify processing are completed accurately, timely, and submitted to Corporate HRCollaborate with HR Shared Service team to ensure all forms, checklists and documentation is submitted effectively and efficiently including personnel changes, transfers, and promotionsManage pending hire workflows and ensure timely rollover from SuccessFactors into UKG Pro and WFMManage pending termination workflows in SuccessFactors and ensure required approvals and workflows are completed on timeAssign, prioritize, and monitor Site Admin team workload to ensure timely support of site operationsEstablish clear expectations for administrative deadlines, documentation quality, and escalation requirementsServe as the primary escalation point for site administrative issues that cannot be resolved by Site Admin team membersPartner with Operations leadership to anticipate administrative support needs for staffing changes, project mobilizations, demobilizations, and site activity changesMaintain process visibility through regular status reviews of open hires, terminations, transfers, employee changes, payroll items, and documentation exceptionsEnsure Site Admin team members are cross-trained on critical processes to reduce dependency on single individualsFINANCIALOwns the Site Admin process for accurate and timely tracking, review, and submission of time recordsEnsures craft labor postings are completed, reviewed, and escalated where exceptions existManages the review of staff labor postings in UKG WFM before transfer to UKG ProSupervise, review, and ensure accurate processing of labor hour corrections in UKG WFM for transfer to SAPEnsures recording of all time and material entries into customer portals where applicable (For instance TRACK)Monitor the weekly reconciliation of time and material entries in customer portals with postings in SAPCoordinate with Accounts Payable to resolve site-driven invoice exceptions to resolve queries on outstanding invoices related to operational action neededEnsure billing backup documentation is complete, accurate, and provided timely with providing the necessary billing backup documentation as neededSupports Fleet Department Manager to track Fleet on siteEnsures proper tracking and submission of time records for all Equipment and Fleet items on siteEstablish routine checks to identify missing time, incorrect labor postings, incomplete approvals, or unmatched customer portal entriesEscalate unresolved timekeeping, payroll, billing, AP, or SAP posting issues to the appropriate functional ownerMonitor recurring issues and recommend process improvements to reduce rework and delaysEnsure the Site Admin team understands the financial impact of accurate timekeeping, labor postings, billing documentation, and customer portal reconciliationCOMMUNICATIONMaintain clear, timely, and professional communication with employees, Site Admin team members, Operations, HR, Payroll, Shared Services, Finance, Billing, Accounts Payable, Fleet, and other stakeholdersServe as the primary communication and escalation point for Site Admin matters across assigned sitesEnsure Site Admin team members communicate process requirements, deadlines, and documentation needs consistentlyLead the maintenance of company noticeboards and ensure required postings are current, accurate, and appropriately displayed across applicable sitesCommunicate recurring issues, risks, or process gaps to leadership with recommended corrective actionsPEOPLE & DEVELOPMENTManage, coach, train, and develop Site Admin team members to ensure consistent execution of HR administration, timekeeping, payroll support, and site administrative processesAllocate work, set priorities, monitor performance, and provide regular feedback to Site Admin team membersSupport onboarding and training of new Site Admin team membersIdentify skill gaps within the Site Admin team and coordinate appropriate training or process supportPromote cross-training to improve coverage, continuity, and resilience across sitesSupport performance management activities for Site Admin team members in coordination with the Director Shared Services and Human ResourcesPartner with the Region Learning & Development Manager to ensure required training data and records are collected and maintained accuratelyExperience & EducationREQUIREDHigh school diploma or equivalent required; Associate’s or Bachelor’s degree in Human Resources, Business Administration, Finance, or related field preferred5+ years of experience in administrative operations, payroll, timekeeping, HR administration, workforce administration, or site support2+ years of experience leading, supervising, or managing administrative, payroll, HR, or site-support personnelPrior experience with SAP, UKG Pro, UKG WFM, SuccessFactors, or similar HRIS/timekeeping/payroll systems preferredStrong understanding of confidential employee information handling and data accuracy expectationsStrong communication, coaching, organizational, and stakeholder-management skillsAbility to identify process gaps, resolve issues, and escalate risks appropriatelyFamiliarity with labor laws, employment documentation, I-9/E-Verify requirements, and compliance regulations preferredTravel RequirementsVery little travel is anticipated for the site-based role. Potential to attend meetings, training events and workshops off-siteIf you have any questions please contact Jason Alan Jaure (View email address on click.appcast.io).Bilfinger is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, disability or other characteristics protected by law.If you are interested in an employment with Bilfinger, please submit your application in the safe environment of our global job portal only using the "apply now" button