Bilfinger UK is a leading engineering and maintenance provider, supporting customers across the chemical & petrochemical, nuclear, oil & gas, pharmaceuticals & biopharma, power & energy, utilities, renewables and food & beverage markets. We enhance the efficiency of assets, ensuring a high level of availability and reducing maintenance costs.
The successful candidate will act as the central point of coordination between site, office, client, and supply chain — ensuring projects run smoothly from an administrative perspective and that all documentation is accurate, controlled, and audit-ready.
Key Responsibilities
Office Administration & Management
* Oversee the day-to-day running of the office, ensuring all administrative functions operate efficiently and to a professional standard.
* Act as the first point of contact for all office-related queries from staff, clients, suppliers, and visitors.
* Coordinate meetings, diaries, and travel arrangements; prepare meeting rooms, agendas, and minutes as required.
* Maintain office supplies and stationery, raising orders to ensure the team always has what is needed to operate.
* Produce reports, letters, presentations, and general correspondence to a high standard of accuracy.
QA Support
* Provide direct administrative support to the Project Quality (QA) department.
* Liaise with site and project teams to ensure quality records are submitted on time and to the required standard.
Onboarding & Personnel Administration
* Coordinate the onboarding of new starters, including paperwork, induction packs, system access, and site documentation.
* Support offboarding processes, ensuring all records are closed out correctly.
Timekeeping & Payroll Support
* Manage daily allocation sheets, receiving, checking, and submitting them to the client for review and approval, and resolving any queries that arise.
* Compile and check weekly timesheets for all site personnel before submission to the payroll department.
* Administer the daily clocking system, ensuring all clocking cards are available and correctly processed.
* Track weekly man-hours expended (own staff and subcontractors) and provide weekly reports to the client HSE team.
* Manage wage queries promptly and professionally, liaising with payroll as required.
Procurement & Invoice Administration
* Work with the construction team to raise procurement requisitions and issue them to the procurement department.
* Register purchase orders in the procurement cost register and update deliveries on receipt.
* Goods-receipt items within the procurement system (e.g. Evision).
Essential Requirements
* Proven experience in a project administration, office management, or document control role, ideally within construction or engineering.
* Strong working knowledge of document control systems and processes.
* Experience supporting QA/QC documentation in a regulated or project-based environment.
* Experience administering timesheets, allocation sheets, and payroll-related processes.
* Excellent organisational skills with the ability to manage multiple priorities and deadlines.
* High attention to detail and accuracy.
* Discreet and reliable when handling sensitive information.
Desirable
* Experience with project document control systems such as Hexagon, Sirrom, Evision, or Oracle.
* Familiarity with construction project documentation (drawings, ITRs, TQs/RFIs, LTQRs, NDT reports).
* Experience working within a Project Management Office (PMO) environment.
* Background in a regulated industry where governance and records management are critical.
If you wish to speak to a member of the recruitment team, please contact .