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Office Administrator

4 months ago

Lafayette, United States Bilfinger Full time

Location: Lafayette, IN

Bilfinger is a leading international industrial services provider, active primarily in Continental Europe, Northwest Europe, United States, and the Middle East. With over 4,500 skilled employees in the United States, Bilfinger delivers its services across multiple industries that include petrochemical, oil & gas, consumer goods, energy and utilities, and government services. Bilfinger has offices in 40 states, and our project portfolio covers the entire value chain from consulting, multi craft capital project construction, mechanical and facilities-based maintenance, NDT/inspection and turnarounds.

Position Summary:

The Office Administrator reports to the Field Administration Manager and is responsible for overseeing all timekeeping functions and coordinating with HR to fill on-site positions as needed and other administrative duties as necessary. This position requires a self-motivated individual to assist with maintaining organized files and documents. Work with both paper and electronic files and do routine tasks like data entry, organization, cross-referencing, scanning, copying and retrieval.

Duties and Responsibilities

  • Oversee the collecting and review daily timesheets to ensure accuracy
  • Review the weekly excel time spreadsheet for accuracy and correct WBS allocation
  • Enter time from spreadsheets into Viewpoint
  • Prepare reports and spreadsheets as required for preparation of payroll
  • Prepare documents for use in reconciling one or more of the following:  payroll, payables, and receivables transactions
  • Prepare pay estimates, cost reports, and other required reports
  • Assist with new employee sign up's, basic personnel administration activities, and general administration
  • Assist with preparation of daily, weekly, monthly, quarterly, and annual cost & closing reports and invoices
  • Responsible for reporting out of HSE statistics
  • Assist with monitoring of vendor and subcontractor cost
  • Perform additional assignments per supervisor’s direction
  • Distribute payroll if necessary
  • Must have strong experience with Microsoft Word, Excel, Access, and Outlook
  • Must have good communication skills and time management skills
  • Experience in an industrial environment preferred
  • Perform other duties as assigned

Requirements:

  • Minimum 4 years’ experience, with direct experience in a Timekeeping role with payroll.
  • Willingness to train new employees
  • Must possess customer service skills (internal and external)
  • Willingness to work both independently and as a team to meet quick deadlines and objectives.

Technical Knowledge and Skills:

  • SAP experience is preferred
  • Viewpoint experience is preferred
  • DataServ, Kronos and SAP experience a plus
  • Proficient in Microsoft Excel, Word, and Power Point

Qualifications:

  • Associate Degree in Finance, Business, Accounting preferred; or a combination of education and equivalent experience.
  • Excellent verbal and written communication and listening skills required.
  • Self-starter, strong interpersonal communication skills with all levels of colleagues, comfortable working with executive management.

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 ourglobal job portalonly.