Maintenance Timekeeper

HF Sinclair•Anacortes, WA

3d•Onsite

About The Position

The Maintenance Timekeeper administers maintenance workforce schedules, fatigue risk management compliance, manpower reporting, vacation administration, duty scheduling, and workforce analytics to support safe and efficient refinery operations. The position serves as the site subject matter expert for workforce scheduling systems and helps ensure compliance with company policies, regulatory requirements, and industry best practices. The Timekeeper collaborates with Maintenance, Operations, Emergency Response, Payroll, Cost Control, and Leadership teams to optimize workforce utilization, maintain accurate staffing schedules, and support business decisions with reliable reporting and analysis. The position administers vacation and weekend duty programs, coordinates maintenance workforce availability with Emergency Response Team scheduling, and produces workforce and labor-cost reports. It also supports cost tracking, documentation and records management, departmental administration, and special projects. Work is office based, with occasional visits to refinery, warehouse, plant, outdoor, and driver environments. Travel of up to 10% by land and air is required.

Requirements

At least 3 years of scheduling, workforce administration, maintenance support, payroll, or related industrial experience.
High school degree or equivalent.
Ability to apply advanced clerical and data-entry skills 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 and demonstrate intermediate reading and writing skills.
Ability to communicate effectively with others, both verbally and in writing.
Ability to travel up to 10% by land and air.
Ability to meet physical requirements that may include standing, walking, sitting, talking or hearing, precise hand and finger movements, twisting, stooping, crouching, and kneeling; work may require entering confined spaces.

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 resulting from vacations, shift changes, training, medical appointments, and special assignments.
Administer the annual vacation selection process and purchased vacation program; process changes and maintain accurate schedules.
Track and report API violations and overtime utilization using SchedulePro, and maintain accurate duty books.
Administer the Maintenance Weekend Duty Program, including duty rosters, duty books, and the annual duty selection process.
Ensure duty assignments are accurately communicated and documented.
Coordinate maintenance workforce availability with Emergency Response Team scheduling and maintain resource availability information.
Partner with Emergency Response Team leadership to identify and address staffing conflicts or gaps.
Develop, maintain, and distribute workforce scheduling and manpower reports, including weekly overtime reports, callout ranking lists, and hourly manpower 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, and help resolve reporting discrepancies and explain labor cost variances.
Maintain departmental documentation, databases, records, audit reports, compliance documentation, forms, and HSSE tracking databases; may manage documentation within Track and related 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 departmental reporting requirements.
Perform other special assignments or tasks assigned by the supervisor.