Maintenance Timekeeper

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.

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  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 SchedulePro 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.
  
  
  
  

Special assignments or tasks assigned to the employee by their supervisor, as determined from timeto time in their sole and complete discretion

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 occasional visits from time to time with travel up to 10% by land and air required. Petroleum refinery environment, warehouse and plant environments, out-of-doors, and driver environments. Subject to all weather, including out-of-doors and varying road conditions.

HF Sinclair offers a comprehensive benefits package designed to support the well-being of our employees and their families. Our benefits include, but are not limited to, the following:

• Medical Insurance
• Vision Insurance
• Dental Insurance
• Paid Time-Off
• 401(k) Retirement Plan with match
• Educational Reimbursement
• Parental Bonding Time
• Employee Discounts

We are committed to fostering a supportive and inclusive work environment, ensuring our employees have the resources needed to thrive professionally and personally. Benefit eligibility is governed by official plan documents, for more details visitTotal Rewards.

Job conditions require standing, walking, sitting, talking or hearing, making precise hand and finger movements, twisting, stooping, crouching, and kneeling. Job conditions may require working in confined spaces.

At HF Sinclair, we are united through our One HF Sinclair Culture, which is underpinned by our five core values of Safety, Integrity, Teamwork, Ownership and Inclusion. Developed to empower our people, our five core cultural values are at the heart of everything we do and extend to how we engage our stakeholders. These values influence our decisions, shape our behaviors and keep us connected across the entire organization. We maintain a true Safety culture for our employees, communities, environments and customers. Our goal is to make sure everyone returns home safely each day. We have a long-standing commitment to Integrity and ethical behavior and do what is right for our employees, investors, communities and the environment. We encourage employees to Step Up and Stand Out by championing a culture of Teamwork and Ownership. We foster a culture of Inclusion by encouraging diversity of experiences, viewpoints and backgrounds. What makes each of us different, together makes us stronger.

HF Sinclair Corporation, headquartered in Dallas, Texas, is an independent energy company that produces and markets high-value light products such as gasoline, diesel fuel, jet fuel, renewable diesel and lubricants and specialty products. HF Sinclair owns and operates refineries located in Kansas, Oklahoma, New Mexico, Wyoming, Washington and Utah. HF Sinclair provides petroleum product and crude oil transportation, terminalling, storage and throughput services to our refineries and the petroleum industry. HF Sinclair markets its refined products principally in the Southwest U.S., the Rocky Mountains extending into the Pacific Northwest and in other neighboring Plains states and supplies high-quality fuels to more than 1,750 branded stations and licenses the use of the Sinclair brand to more than 350 additional locations throughout the country. HF Sinclair produces renewable diesel at two of its facilities in Wyoming and also at its facility in New Mexico. In addition, subsidiaries of HF Sinclair produce and market base oils and other specialized lubricants in the U.S., Canada and the Netherlands, and export products to more than 80 countries.