Maintenance Timekeeper

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The Maintenance Timekeeper is responsible for administering maintenance workforce schedules, fatigue risk management compliance, manpower reporting, vacation administration, duty scheduling, and workforce analytics to support safe and efficient refinery operations. This 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 will collaborate closely with Maintenance, Operations, Emergency Response, Payroll, Cost Control, and Leadership teams to optimize workforce utilization, maintain accurate staffing schedules, and support informed business decisions through reliable reporting and analysis.

Workforce Scheduling & Fatigue Management

• Maintain workforce scheduling data to ensure accurate personnel schedules and fatigue risk management compliance.
• Monitor workforce 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 requirements, medical appointments, and special assignments.

Vacation & Duty Program Administration

• Administer the annual vacation selection process and purchased vacation program.
• Process vacation schedule changes and maintain schedule accuracy throughout the year.
• Track and report API violations and overtime utilization using Schedule Pro labor scheduling software, ensuring accurate duty book management.
• Manage the Maintenance Weekend Duty Program, including:
• Duty roster administration
• Duty book maintenance and updates
• Annual duty selection process
• Ensure duty assignments are accurately communicated and documented.

Emergency Response Team Coordination

• Coordinate maintenance workforce availability with Emergency Response Team (ERT) scheduling activities.
• Support emergency response staffing readiness by maintaining resource availability information.
• Partner with ERT leadership to identify and address staffing conflicts or scheduling gaps.

Reporting & Workforce Analytics

• Develop, maintain, and distribute workforce scheduling and manpower reports.
• Generate weekly overtime reports and callout ranking lists.
• Maintain and publish hourly manpower schedules and staff schedules.
• Analyze overtime utilization, workforce availability, staffing trends, and schedule efficiency.
• Produce reports that support maintenance planning, resource forecasting, and leadership decision-making.

Cost Control & Administrative Support

• Run and distribute labor and maintenance cost reports from SAP.
• Support cost tracking activities by validating workforce and labor data.
• Coordinate with stakeholders to resolve reporting discrepancies and explain labor cost variances.
• Maintain department documentation, databases, and records management systems.
• May be asked to manage documentation within Track and associated maintenance administration systems.
• Maintain audit reports, compliance documentation, forms, and HSSE tracking databases.

Department Administration

• 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.

Minimum (3) years of scheduling, workforce administration, maintenance support, payroll, or related industrial experience is needed.

A minimum of a High School Degree or equivalent, is required.

Must be able to apply advanced clerical and data entry assignments based on pre-established guidelines. Must have knowledge of Microsoft products. Must have working knowledge of spreadsheets, Datastream 7i, and Computer Input Screens. Previous experience in maintenance office settings is highly desirable. Ability to perform basic mathematical calculations, intermediate reading and writing skills, and ability to effectively communicate with others, both written and verbal communication.

None.

Office based with…