Office Administrator

Office Administrator 

Location: Alexandria, LA 

Bilfinger is an international industrial services provider. The aim of the Group's activities is to increase the efficiency and sustainability of customers in the process industry and to establish itself as the number one partner in the market for this purpose. Bilfinger’s comprehensive portfolio covers the entire value chain from consulting, engineering, manufacturing, assembly, maintenance and plant expansion to turnarounds and digital applications.
 
The company delivers its services in two service lines: Engineering & Maintenance and Technologies. Bilfinger is primarily active in Europe, North America and the Middle East. Process industry customers come from sectors that include energy, chemicals & petrochemicals, pharma & biopharma and oil & gas. With its ~30,000 employees, Bilfinger upholds the highest standards of safety and quality and generated revenue of €4.5 billion in financial year 2023. To achieve its goals, Bilfinger has identified two strategic thrusts: repositioning itself as a leader in increasing efficiency and sustainability, and driving operational excellence to improve the organizational performance.

Job Title: Office Administrator (HR & Timekeeping)
Location: Alexandria, LA
Reports To: Finance Director

Job Summary: The Site Administrator will be responsible for overseeing various HR, Timekeeping and Payroll-related functions at the site This role will ensure accurate processing, maintain compliance with company policies and labor regulations, and support HR administrative tasks, including hiring, onboarding, and terminations.

Key Responsibilities:

Timekeeping & Payroll/ General Administrative:

• Ensure proper tracking and submission of time records for all site employees.
• Recording of all time and material entries into customer portals where applicable
• Reconcile Billing Backup Report from SAP with TRACK system weekly (Where applicable)
• Monitor and drive the timely processing of goods received vouchers in SAP
• Assist the AP team to resolve queries on outstanding invoices related to operational action needed
• Process all purchase requisitions in SAP
• Assist with providing the necessary billing backup documentation as needed.
• Perform other duties as assigned to support site operations.

Human Resources Support:

• Collect and process new hire paperwork, ensuring compliance with company policies.
• Submit and complete personnel forms for terminations, rate changes, and promotions.
• Oversee the termination checklist process for site employees.
• Conduct MVR (Motor Vehicle Report) check and background checks via First Advantage to ensure compliance with Bilfinger’s policies and safety regulations.
• Support Fleet Department Manager to track Fleet on site
• Manage and maintain physical and electronic compliance postings at the site.
• Collect new hires’, original and unexpired, documents that establish both identity and eligibility to work in the US, for I-9 Employment Eligibility Verification and submit to corporate HR.
• Complete I-9 verification and E-Verify processing.
• Submit personnel changes, transfers, and promotions to corporate HR.
• Manage pending hires and add new employees in SuccessFactors

• Ensure site compliance with company policies and employment laws.

Qualifications & Skills:

• Prior experience in HR administration preferred.
• Prior experience in SAP, Kronos or UKG preferred.
• Strong attention to detail and organizational skills.
• Proficiency in HRIS and timekeeping systems (e.g., SuccessFactors).
• Excellent communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Familiarity with labor laws and compliance regulations.

Education & Experience:

• High school diploma or equivalent required; Associate’s or Bachelor's degree in HR, Business Administration, or a related field preferred.
• 2+ years of experience in an administrative, payroll, or HR-related role.

This role is essential in ensuring efficient timekeeping/ processing and HR support at the site. The ideal candidate will be detail-oriented, proactive, and capable of handling multiple administrative tasks with accuracy.

Bilfinger Inc. is an Equal Opportunity Employer – M/F/Veterans/Disabled. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status or other legally protected characteristics.

This employer participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9.

Fraudulent employment offers -

We are aware that fraudulent employment offers are being transmitted via email by people claiming to be employees or representatives of Bilfinger. Prospective candidates are provided job descriptions and employment letters and are asked to complete and return employment information forms as well as official tax forms. These job offers may look genuine and could include names of Bilfinger legal entities, Bilfinger executives, their signatures, seals of “authenticity”, the Bilfinger brand and logo.

Please be advised that these communications are FRAUDULENT and are NOT sent from anyone within or affiliated with Bilfinger. These email messages are a scam and should be treated as such. Bilfinger does not make job offers via social media, unsolicited email or without personally interviewing candidates first. We never send you cheques in order to pay contractors to set up a home office. Never send money or pass on personal details to anyone suggesting they can provide employment with Bilfinger, and never reply to an email address that does not end in @bilfinger.com.

If you receive such a message, you are advised to contact your local law enforcement agency and provide any details you may have. You also may forward the messages to compliance.helpdesk@bilfinger.com.

If you are interested in an employment with Bilfinger, please submit your application in the safe environment of our global job portal only.

For further information please contact Shondra White - Shondra.White@Bilfinger.com

#[[costCenterId]] ##Operations_Wherever_It_Takes_Us   shondra.white@bilfinger.com