Site Office Manager - HVP in Boston

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. We have extensive experience in offshore and onshore facilities; specialising in asset management services throughout all life cycle phases from consulting, engineering, manufacturing, assembly, operations, maintenance, and decommissioning. This commitment is delivered by an experienced and highly competent workforce of over 4,500 employees operating from 14 offices in strategic industrial hubs, upholding the highest standards of safety, compliance and quality.

We are recruiting an experienced Project Administrator to take ownership of the day-to-day running of the project office, providing comprehensive administrative support to the project delivery team. Operating at the level of an Office Manager, the role combines full office administration with QA support, onboarding, timekeeping, and procurement administration. The role suits an experienced administrator with proven project delivery experience across sectors such as Power, Energy-from-Waste, Cryogenic, LNG, Chemical, Petrochemical, Pharmaceutical, or Nuclear. 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. Manage incoming and outgoing post, email correspondence, and telephone enquiries, directing to the appropriate personnel. 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. Manage the client's quality system (e.g. Hexagon) to request, document, and complete Inspection Test Release (ITR) documentation. Support the QA team in maintaining inspection records, quality sign-off trails, and compliance documentation in line with QA/QC standards and client specifications. 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. Maintain accurate personnel records, training matrices, certifications, and competency records, flagging renewals in advance. Ensure all required documentation is in place before personnel mobilise to site, in line with company and client requirements. 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). Support the Project Manager, Commercial Manager, and accounts department by providing the information needed to review and approve supplier invoices.

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.
• Highly competent in MS Office (Word, Excel, Outlook).
• Experience administering timesheets, allocation sheets, and payroll-related processes.
• Excellent organisational skills with the ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills, with a professional approach to internal and external stakeholders.
• 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.