Timesheet Administrator

Job Purpose

The Timesheet Administrator position supports the weekly labour payment process for subcontractors that are working under the Construction Industry Scheme (CIS). This is a full-time, office-based role responsible for gathering timesheets, compiling weekly payroll summaries for client approval, and acting as the first point of contact for subcontractor and client payroll queries. The payroll itself is processed externally, and this role acts as the administrative bridge between site teams, the payroll provider, and our commercial/client teams.

Key Responsibilities



Weekly Timesheet Administration

• Collect all timesheets from subcontractors and site supervisors each week (manual and/or digital).
• Review and validate hours worked, day rates, and any variations or additional labour requests.
• Compile weekly payroll summary reports in Excel or similar, grouped by project and site.
• Submit compiled payroll summaries for internal and client approval before deadline.
• Forward approved timesheets and payment summaries to the outsourced payroll provider.
• Maintain a clear audit trail of weekly approvals, timesheets, and payroll summaries.

Subcontractor Liaison

• Respond to subcontractor payroll queries, including payment amounts, timesheet disputes, or timing issues.
• Provide clear communication regarding expected payment dates and approval status.
• Raise and log any recurring timesheet or payroll issues or disputes for management review.
• Ensure subcontractor contact records are kept up to date.

Client Coordination

• Issue weekly CIS payroll summaries to relevant clients for review and approval.
• Respond to any client queries or requests for clarification regarding hours worked, labour categories, or rates.
• Track approval times and escalate delays if required to meet payment deadlines.

General Office Administration

• Maintain digital filing of timesheets, summaries, approvals, and communications in a clear, searchable format.
• Assist commercial or accounts teams with payroll-related data requests as needed (e.g., reconciliations or labour reporting).
• Ensure all handling of subcontractor data is in line with GDPR and internal confidentiality standards.

Requirements

Qualifications and Skills

Essential :

• Experience in administrative roles, ideally with exposure to construction or labour-based payroll.
• Strong Microsoft Excel operating knowledge and associated experience and data entry skills (Intermediate as a minimum).
• Confident communicator able to deal with subcontractors and clients professionally.
• Excellent organisational skills and ability to meet weekly deadlines.

Desirable :

• Experience working with CIS subcontractors or supporting outsourced payroll processes.
• Familiarity with labour reporting formats and timesheet collection from multiple sites.
• Basic knowledge of payroll terms and CIS structure (for communication purposes only).

Additional Information

• This is an office-based position working 5 full days per week.
• The role does not involve PAYE, HMRC submissions, or tax processing — all payroll is processed externally
• This position is administrative in nature, focused on timesheet management, approvals, and query resolution

Benefits

Salary £30k (dependent on experience), 28 days holidays (inclusive of bank holidays), private medical insurance, death in service, benefit portal, company workplace pension