Job Summary

The Timekeeper ensures accurate, timely, and compliant billing for all contingent workers across refinery and corporate environments. This role owns the end‑to‑end billing data flow between Fieldglass, the client’s Track/ECM system, SAP, and the internal Statement of Account (SOA). The Timekeeper acts as the billing control center—reconciling data, resolving discrepancies, supporting invoice processing, and maintaining visibility over all outstanding issues.

Key Responsibilities

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.