Site Admin Manager

Site Admin Manager

La Porte, Texas, US Onsite Work 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.

The 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.

SAFETY & COMPLIANCE

Ensure 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 regulations.

QUALITY

Conducts 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.

OPERATIONS

Manage and ensure timely, accurate collection of new hire information of new positions to be filled. Manage the Site Admin team's support of employee site induction and orientation processes. Ensure completion, review, and timely submission of all personnel forms & checklists for employee life-cycle events including but not limited to the following:
Recruitment & Selection Onboarding Promotions Rate Changes Terminations Monitor the collection of all required information needed to conduct MVR (Motor Vehicle Report) check to ensure compliance with Bilfinger's policies and safety regulations Ensure I-9 verification and E-Verify processing are completed accurately, timely, and submitted to Corporate HR Collaborate with HR Shared Service team to ensure all forms, checklists and documentation is submitted effectively and efficiently including personnel changes, transfers, and promotions Manage pending hire workflows and ensure timely rollover from Success Factors into UKG Pro and WFM Manage pending termination workflows in Success Factors and ensure required approvals and workflows are completed on time Assign, prioritize, and monitor Site Admin team workload to ensure timely support of site operations Establish clear expectations for administrative deadlines, documentation quality, and escalation requirements Serve as the primary escalation point for site administrative issues that cannot be resolved by Site Admin team members Partner with Operations leadership to anticipate administrative support needs for staffing changes, project mobilizations, demobilizations, and site activity changes Maintain process visibility through regular status reviews of open hires, terminations, transfers, employee changes, payroll items, and documentation exceptions Ensure Site Admin team members are cross-trained on critical…