Office Manager

Location: Indianapolis, Indiana

Bilfinger is a leading international industrial services provider, active primarily in Continental Europe, Northwest Europe, North America, and the Middle East. With over 4,500 skilled employees in North America, 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, engineering, manufacturing, assembly, maintenance, plant expansion, and turnarounds to environmental technologies and digital applications. We have over 100 years of industrial experience on projects as small as $500 and as large as $40M, performed in every time zone of the United States.

Job Summary:

The site Office Manager and is responsible for overseeing all functions including timekeeping activities, cost reporting, invoicing, purchasing, HR, recruiting, and other administrative duties, as necessary.

Duties and Responsibilities:

• 
  Manage Accounts Payable and Receivable functions for assigned jobsite(s)
• Train and support team members in their responsibilities of reviewing, approving, and processing invoices from vendors and suppliers
• Work with customer and Bilfinger Field Team to resolve any outstanding AP or AR issues
• Train and support team members to ensure payroll is submitted accurately and timely and to ensure payroll are reconciled to customer billings
• Review PO’s and associated change orders for accuracy and correct cost allocation
• Review pay requests from subcontractors and ensure completion of process by Corporate
• Prepare customer invoices weekly/monthly according to the applicable contract terms
• Manage the processes relating to Lien Waiver, Notice of Intent to Lien, and Mechanic’s Lien and their associated releases per Bilfinger policy and applicable contract requirements
• Submit for owner approval along with all required documents, and post the billing (AR) in the SAP accounting system
• Review prime contract (customer) change orders for accuracy and policy compliance
• Post approved owner change orders in the system
• Prepare information for corporate accounting for necessary cost accrual or deferral journal entries
• Ensure unit rate billing is correct and meets applicable contract requirements
• Assist project manager with cost projection and Job Status Report as necessary
• Coordinate periodic audit requests with various stakeholders
• Train and support team member to ensure all the required reports are prepared timely and accurately
• Ensure effective team coverage for all field accounting, and administrative/clerical duties
• Manage various ad hoc requests
• Maintain ongoing contact with various jobsites, regional offices, and departments to ensure achievement of organizational strategic goals

Basic Qualifications:

• 
  Candidate should have 5+ years direct experience in field accounting, finance, business, or related field
• Two plus years of management experience preferred
• Bachelor’s degree in accounting or related field preferred
• SAP experience is preferred
• Viewpoint experience is preferred
• Able to train new payroll employees
• Able to deal with customers (internal and external)
• Able to exercises independent judgment and evaluation

Please reach out to Brandi Genevieve Holden (brandi.holden@bilfinger.com) in case of any questions related to this position.

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.