TRACK Coordinator

HF Sinclair Corporation•Cheyenne, UT

4d•Remote

About The Position

HF Sinclair is seeking a TRACK Coordinator. This role is responsible for the end-to-end execution, monitoring, and continuous management of the TRACK Contractor Management Process (CMP) and associated systems. This role requires deep expertise in the TRACK system and contractor processes, including interpretation of contractual agreements, configuration of contracts, schedules, and pay rules, and resolution of both routine and complex issues. This position plays a critical role in ensuring contract compliance, audit readiness, data integrity, and effective stakeholder and supplier engagement. The role operates with limited supervision and applies strong critical‑thinking and problem‑solving skills, and escalating issues when required. This position can be located in Woods Cross, Utah, Cheyenne, Wyoming, or remote U.S.

Requirements

A minimum of five years of experience in contract administration or similar related experience in maintenance, engineering, purchasing, accounting or other petrochemical support positions.
Working knowledge of contractor management systems, ERP systems, gate/badging systems, and standard reporting tools.
Strong computer skills, including Microsoft Word, Excel, PowerPoint, Teams, Outlook, and SharePoint.
Ability to prioritize and manage workload under limited supervision while maintaining accuracy and attention to detail.
Effective verbal and written communication skills, with the ability to convey moderately complex information to stakeholders.
Strong analytical and problem-solving skills to resolve routine issues and escalate more complex concerns.
Ability to perform intermediate mathematical calculations.
Working understanding of contracts and rate structures, with the ability to apply them to contractor timekeeping and billing processes.
Team-oriented, dependable, and adaptable to changing priorities.

Nice To Haves

Bachelor’s degree in business administration, marketing, accounting or related discipline.

Responsibilities

Serve as a subject matter expert for the TRACK system, demonstrating advanced understanding of contractor management workflows and system functionality.
Perform end-to-end monitoring and management of the TRACK CMP, ensuring accurate contractor timekeeping, equipment usage, billing eligibility, and compliance with contractual terms.
Interpret contractor agreements, rate structures, and schedules; configure and maintain contracts, pay rules, work schedules, and related setup within the TRACK system.
Handle both routine and complex issues and exceptions, including discrepancies in time, billing, gate events, or contract application.
Investigate issues to determine root cause, coordinate corrective actions across Procurement, Accounts Payable, site operations, and suppliers, and resolve issues as required.
Apply judgment and critical thinking to determine appropriate resolution paths, escalating issues as needed for prompt resolution.
Ensure system data accuracy, completeness, and proper documentation across all TRACK transactions.
Actively monitor contractor compliance with contract terms, TRACK policies, and governance standards.
Perform regular audits and compliance checks within the TRACK system to assess adherence to contractual, procedural, and financial requirements.
Investigate non‑compliance, determine root causes, and coordinate remediation with internal stakeholders and suppliers.
Maintain accurate documentation to support internal controls, audit readiness, and compliance requirements.
Partner with Internal Audit and other assurance functions to support routine audits, data requests, and corrective action plans.
Monitor and support adherence to KPIs, performance standards, and governance metrics in alignment with program expectations, and to identify trends, risks and improvement opportunities.
Generate, analyze, and validate TRACK reports related to contractor labor, hours, cost, compliance, and performance.
Provide insights and recommendations to Procurement, site leadership, and program stakeholders based on data analysis.
Support reconciliations and validations in coordination with Accounting, Finance, and Procurement.
Serve as a primary point of contact for internal stakeholders and suppliers regarding TRACK processes, compliance expectations, and issue resolution.
Actively manage supplier engagement related to TRACK compliance, system usage, and process adherence.
Coordinate and support supplier training, onboarding, and ongoing compliance management within the TRACK framework.
Communicate complex system, contractual, and process information clearly to both internal users and external suppliers.
Build strong working relationships across Procurement, Accounts Payable, Maintenance, Operations, and site leadership, as well as with supplier partners.
Provide internal TRACK training and process guidance to site users and stakeholders.
Facilitate system access requests, role management, and user support in accordance with governance standards.
Identify opportunities to improve TRACK processes, controls, reporting, and user experience.
Participate in testing, validation, and implementation of system enhancements, updates, and process changes.
Support standardization and best practice adoption across sites.
Assist with special projects, system implementations, and transitional activities as assigned.
Provide backup support to other TRACK Coordinators and support continuity during high-volume or critical periods.