Timekeeper

Key Responsibilities

1. Daily Time & Expense Reconciliation (Refinery)

* Reconcile hours and expenses between Fieldglass and the client’s Track/ECM system for each refinery site.

* Investigate mismatches, correct errors with timekeepers or suppliers, and approve timesheets only when the systems match.

2. Corporate Invoice Processing (Fieldglass → SAP

* Oversee the transfer of approved time/expenses from Fieldglass into SAP ePayables.

* Identify SAP rejects (e.g., closed cost centers, PO limits), correct coding, update Fieldglass, and ensure invoices resubmit successfully.

* Manage PO issues and coordinate extensions or new PO creation.

3. Billing Issue Research & Resolution

* Investigate discrepancies across Fieldglass, Track, and SAP.

* Resolve rejected invoices, cost allocation errors, and PO-related issues.

* Maintain a detailed log of all issues and ensure each item is driven to closure.

4. Statement of Account (SOA) Ownership

* Update the SOA daily with changes to invoice status or issue progress.

* Conduct weekly reviews with the Senior Billing Analyst.

* Track ownership and next steps for every open invoice.

* Maintain charts and metrics (aging, totals, categories) and update reports weekly for leadership.

5. Cross-Functional Communication

* Act as liaison between client teams (Track, SAP/AP, help desk), internal program management, suppliers, and timekeepers.

* Coordinate corrective actions, approvals, escalations, and issue resolution.

6. Reporting & Documentation

* Maintain detailed documentation of all discrepancies and action steps.

* Support weekly/monthly billing health reporting.

* Update SOPs and ensure all reporting tools reflect accurate data.

7. Continuous Improvement

* Identify recurring issues and propose process, training, or system improvements.

* Recommend automation opportunities (e.g., SOA macros).

Qualifications & Skills

Technical Knowledge

* Hands-on experience with SAP Fieldglass and SAP or similar ERP systems.

* Ability to investigate integration issues and research billing errors.

Core Competencies

* Strong attention to detail and analytical ability for cross-system reconciliation.

* Ownership mindset with persistence in resolving issues.

* Excellent written and verbal communication with diverse stakeholders.

* Ability to prioritize daily, weekly, and urgent tasks effectively.

Technical Skills

* Proficiency in Excel (pivot tables, VLOOKUPs, charting).

* Experience maintaining large datasets and validating reporting accuracy.

Professional Integrity

* Ability to manage sensitive financial data with confidentiality and compliance.