Office Administrator

TPI Office Administrator

Birmingham, AL

Direct Placement

Flexible schedule

Company Overview

TPI Global Solutions is a reputable recruiting and consulting firm connecting skilled professionals with well-known employers across multiple industries and states. Leveraging decades of experience in IT, engineering, finance, and accounting, TPI provides recruitment, consulting, and talent management services with a strong focus on aligning candidates’ skills and career goals with client needs. Our team supports national and global clients, delivering high‑quality workforce solutions with precision, speed, and integrity.

Position Overview

The Office Administrator plays a critical role in TPI Global Solutions’ high‑volume staffing operations. This position manages weekly payroll for approximately 300 active contractors, ensures accurate and timely processing, and oversees client invoicing across multiple Vendor Management Systems (VMS). The role supports the full payroll‑to‑bill cycle, ensures compliance with client and regulatory requirements, and partners closely with recruiters, account managers, MSP program offices, and internal operations teams.

Key Responsibilities

Payroll Processing (300 Contractors)

• Process bi-weekly payroll for a large, multi‑state contractor population across diverse labor categories.
• Review and validate timesheets submitted through VMS platforms, client portals, and internal systems (JobDiva, Bullhorn, Fieldglass, Beeline, Magnit).
• Audit hours, overtime, sick-time, shift differentials, and expense reimbursements for accuracy and compliance.
• Resolve timesheet discrepancies by coordinating with contractors, recruiters, and client approvers.
• Ensure payroll compliance with federal and state labor laws, including PTO, sick leave, and meal/rest break requirements.
• Prepare payroll reports, reconciliations, and adjustments as needed.

Client Billing & Invoicing (VMS)

• Generate and submit accurate client invoices through VMS platforms such as Fieldglass, Beeline, Magnit, IQNavigator, Coupa, and Workday VNDLY.
• Reconcile payroll‑to‑bill data to ensure alignment between contractor pay and client bill rates.
• Monitor invoice rejections, disputes, and pending approvals; resolve issues promptly to maintain cash flow.
• Track billable expenses, per diems, and pass‑through costs in accordance with client contract terms.
• Maintain billing schedules, rate cards, and client‑specific invoicing requirements.

Compliance & Documentation

• Maintain accurate contractor records, onboarding documentation, and employment eligibility (I‑9, E‑Verify, W‑4).
• Ensure adherence to client SOWs, rate matrices, and MSP program rules.
• Support internal and external audits by providing payroll, billing, and timesheet documentation.
• Protect confidential payroll and financial data in accordance with company policy.

Cross‑Functional Collaboration

• Partner with recruiters and account managers to resolve contractor issues and ensure timely approvals.
• Work with MSP program teams to troubleshoot VMS errors, timesheet routing issues, and invoice discrepancies.
• Communicate proactively with contractors and managers regarding timesheet deadlines, missing hours, and payroll questions.
• Support Accounts Receivable with collections, aging reports, and payment reconciliation.

Required Skills & Qualifications

• Minimum 5 years of payroll and billing experience. 1 years in the staffing industry (contract, temp, or MSP environments).
• Strong understanding of VMS platforms (Fieldglass, Beeline, Magnit, etc.).
• Proficiency in Excel (VLOOKUP/XLOOKUP, pivot tables, data cleanup).
• High attention to detail and accuracy in a deadline‑driven environment.
• Ability to manage recurring weekly cycles while handling urgent, time‑sensitive issues.
• Strong communication skills and ability to work cross‑functionally.
• Experience with multi‑state payroll and labor law compliance preferred.

Ideal Candidate Profile

• Thrives in a fast‑paced, high‑volume staffing environment.
• Highly organized, reliable, and able to manage shifting priorities.
• Proactive problem‑solver who identifies issues early and implements solutions.
• Comfortable working with MSP programs, client procurement teams, and large enterprise accounts.
• Strong customer service mindset with a focus on accuracy and timely delivery.