Crew Timekeeping & Production Administrator

We are seeking a highly organized and detail-oriented Crew Timekeeping & Production Administrator to support our field operations.

This position will be responsible for maintaining accurate employee timekeeping and crew-production records across multiple company platforms, including but not limited to Rippling, QEST Time, Jobber, Excel, and any other current or future company-designated workforce-management, timekeeping, payroll, or field-production systems.

The administrator will monitor daily crew clock-ins and clock-outs, reconcile time and production information between systems, track crew performance, analyze operational data, and communicate directly with managers and field employees to resolve missing or inaccurate information.

The ideal candidate will have a strong administrative background, advanced Excel skills, excellent follow-through, and the confidence to hold field teams accountable for timely and accurate reporting.

• Monitor daily crew clock-ins and clock-outs through Rippling, QEST Time, and other designated timekeeping platforms.
• Compare and reconcile employee time records between timekeeping, payroll, job-management, and production systems.
• Review records for missed punches, incorrect hours, overlapping shifts, unapproved overtime, and other discrepancies.
• Ensure employee time is assigned to the correct crew, project, customer, site, work order, and cost code.
• Communicate with employees and managers to resolve timekeeping discrepancies promptly.
• Maintain supporting documentation and required approvals for timecard adjustments.
• Review and finalize time records according to established payroll deadlines.
• Prepare accurate timekeeping reports for payroll and management.
• Assist employees and managers with the proper use of company timekeeping platforms.
• Help enforce company timekeeping policies and reporting procedures.

• Track daily crew production and completed work through QEST, Jobber, and other company-designated field-production systems.
• Compare crew labor hours against completed acreage, work orders, tasks, site assignments, and other production measurements.
• Confirm that field teams accurately enter job notes, production quantities, completion percentages, and supporting information.
• Identify crews and projects with missing, late, inconsistent, or inaccurate production data.
• Follow up directly with field employees and managers to obtain required information.
• Monitor crew productivity and identify significant variances from established production goals.
• Assist management with daily, weekly, and project-level production reporting.
• Help ensure that completed work is properly documented for job costing and customer billing.

• Use Excel to organize, analyze, and reconcile timekeeping and production data from multiple systems.
• Create and maintain spreadsheets, formulas, pivot tables, dashboards, and management reports.
• Compare labor hours, crew size, acreage completed, job progress, production targets, and project performance.
• Identify trends, inefficiencies, excessive labor hours, and data discrepancies.
• Provide management with clear summaries of crew performance and project progress.
• Maintain accurate historical records for payroll, production, billing, and job-costing purposes.
• Assist with the development and improvement of timekeeping and production-reporting processes.

• Communicate daily with crew leaders, field employees, regional managers, payroll personnel, and office staff.
• Send reminders regarding missed punches, incomplete timecards, missing job records, and outstanding production information.
• Escalate recurring timekeeping or reporting problems to the appropriate manager.
• Clearly explain required corrections and reporting expectations to field personnel.
• Maintain professional, direct, and respectful communication with employees at all levels.
• Promote accountability for accurate and timely timekeeping and production reporting.
• Follow open issues through to completion rather than simply identifying discrepancies.

• Strong administrative or office-management background.
• Experience maintaining employee timekeeping, payroll, scheduling, job-costing, or production records.
• Strong Microsoft Excel skills, including formulas, filters, sorting, pivot tables, and data reconciliation.
• Excellent attention to detail and a high level of accuracy.
• Strong written and verbal communication…