Maintenance Timekeeper

HF Sinclair•Anacortes, WA

5d•$50,400 - $80,600

About The Position

The Maintenance Timekeeper administers maintenance workforce schedules, fatigue risk management compliance, manpower reporting, vacation administration, duty scheduling, and workforce analytics in support of safe and efficient refinery operations. The position serves as the site subject matter expert for workforce scheduling systems and ensures compliance with company policies, regulatory requirements, and industry best practices. The successful candidate works closely with Maintenance, Operations, Emergency Response, Payroll, Cost Control, and Leadership teams to optimize workforce utilization, maintain accurate staffing schedules, and support business decisions through reliable reporting and analysis. The position is office based, with occasional visits to refinery, warehouse, plant, outdoor, and driver environments, and requires travel of up to 10% by land and air.

Requirements

At least 3 years of scheduling, workforce administration, maintenance support, payroll, or related industrial experience.
High school degree or equivalent.
Ability to perform advanced clerical and data-entry assignments based on pre-established guidelines.
Knowledge of Microsoft products.
Working knowledge of spreadsheets, Datastream 7i, and computer input screens.
Ability to perform basic mathematical calculations.
Intermediate reading and writing skills.
Ability to communicate effectively with others, both verbally and in writing.
Ability to meet the physical requirements of the job, including standing, walking, sitting, talking or hearing, precise hand and finger movements, twisting, stooping, crouching, and kneeling; work may require confined-space access.
Ability to travel up to 10% by land and air.

Nice To Haves

Previous experience in maintenance office settings is highly desirable.

Responsibilities

Maintain workforce scheduling data and monitor schedules for compliance with API 755 Fatigue Risk Management requirements.
Identify scheduling conflicts and fatigue management exceptions, and coordinate the required approval process.
Maintain and distribute workforce schedules, staffing rosters, and manpower reports.
Coordinate schedule changes related to vacations, shift changes, training, medical appointments, and special assignments.
Administer the annual vacation selection process and purchased vacation program; process vacation schedule changes and maintain schedule accuracy.
Track and report API violations and overtime utilization using SchedulePro labor scheduling software, and ensure accurate duty book management.
Manage the Maintenance Weekend Duty Program, including duty roster administration, duty book maintenance and updates, and the annual duty selection process.
Ensure duty assignments are accurately communicated and documented.
Coordinate maintenance workforce availability with Emergency Response Team scheduling, maintain resource availability information, and work with ERT leadership to address staffing conflicts or gaps.
Develop, maintain, and distribute workforce scheduling and manpower reports, including weekly overtime reports, callout ranking lists, hourly manpower schedules, and staff schedules.
Analyze overtime utilization, workforce availability, staffing trends, and schedule efficiency; produce reports supporting maintenance planning, resource forecasting, and leadership decisions.
Run and distribute labor and maintenance cost reports from SAP; validate workforce and labor data for cost tracking.
Coordinate with stakeholders to resolve reporting discrepancies and explain labor cost variances.
Maintain department documentation, databases, records management systems, audit reports, compliance documentation, forms, and HSSE tracking databases; may manage documentation within Track and associated maintenance administration systems.
Maintain Maintenance Administrative Procedures and electronic documentation.
Coordinate procurement of office supplies and miscellaneous departmental materials.
Arrange meals and logistical support for department meetings, training sessions, and workshops.
Support special projects, continuous improvement initiatives, and department reporting requirements.
Perform other special assignments or tasks assigned by the supervisor.