Site Clerk / Timekeeper

Audubon is currently seeking a Clerk - Timekeeper to join our team.  The Clerk - Timekeeper provides onsite administrative support for facility integrity, NDE, and inspection work at an assigned refinery site. The coordinator maintains accurate workforce, timekeeping, equipment, expense, onboarding, and project documentation records so field teams and project leadership have current information. 

The position works with project managers, field supervisors, technicians, inspectors, craft personnel, and internal support teams. The coordinator supports workforce mobilization and demobilization, helps resolve time and documentation discrepancies, and maintains organized project files and manpower tracking. 

• →All employees are responsible for supporting Audubon Companies’ Health, Safety, and Environmental (HSE) policies and procedures. This includes:
• →Performing duties in a manner that protects personal and team health and safety
• →Participating in required HSE training, meetings, and reporting activities
• →Identifying and reporting hazards, near misses, and unsafe conditions
• →Following safe work practices and complying with applicable regulatory requirements

• Enter and maintain daily time records for facility integrity, NDE, API inspection, rope access, and other assigned field personnel. 
• Review submitted hours for accuracy, confirm site arrival and departure information, and follow up on missing or inconsistent entries before deadlines. 
• Assist with timekeeping system issues and route corrections through the proper payroll and project approval process. 
• Track personnel onboarding status, site access requirements, training records, and required safety documentation. 
• Prepare and maintain organized personnel, inspection package, project, and closeout files. 
• Maintain current manpower logs, crew rosters, and workforce curves for project leadership. 
• Coordinate craft or labor requisition records by discipline, including mobilization, assignment, transfers, and demobilization status. 
• Track assigned NDE and inspection equipment, including location, issue and return status, calibration records, and reported maintenance needs. 
• Collect and organize travel expense information, receipts, mileage, lodging, per diem, and other project expense documentation for review. 
• Coordinate with field supervisors and personnel to resolve missing time, onboarding, equipment, travel, or expense information. 
• Prepare spreadsheets, status logs, and routine reports using company timekeeping, expense, and document management systems. 
• Support distribution and tracking of required PPE and site materials as assigned and in accordance with site procedures. 
• Protect confidential employee, payroll, financial, client, and project information. 
• Follow company and site HSE policies, attend required training, and report hazards or unsafe conditions. 
• Other duties as assigned by management. 

• The employee regularly uses a computer and telephone and may sit, stand, walk, reach, and communicate throughout the workday. The position may require walking between office and field support areas, climbing stairs, and occasionally kneeling, crouching, or carrying materials weighing up to 30 pounds. Specific vision abilities include close vision and the ability to focus. 

• Education: High school diploma or equivalent required. 
• Experience: Two years of experience in construction, industrial services, refinery operations, or a related field preferred. 
• Experience with timekeeping, workforce tracking, onboarding, expense documentation, or project filing preferred. 
• Proficiency with Microsoft Office or Google Workspace, spreadsheets, and general office systems. 
• Ability to enter and review data accurately and maintain organized records. 
• Ability to communicate clearly, follow written and verbal instructions, and work effectively with field and office personnel. 
• Ability to manage multiple tasks in a fast-paced site environment and resolve routine discrepancies. 
• Basic math and problem-solving skills. 
• Ability to obtain required refinery site access and safety training credentials. 
• Must be able to pass applicable pre-employment background and drug screening. 

The position is primarily based in an onsite office but may require access to refinery field, laydown, or warehouse areas. The employee may encounter outdoor weather, industrial noise, uneven surfaces, moving equipment, and other operating-site conditions. Required PPE and site safety rules must be followed. Travel is limited to project or training needs as assigned. 

• The position supports onsite administration for facility integrity and inspection activities. It is responsible for accurate and timely workforce, time, equipment, travel expense, onboarding, and project recordkeeping. The position has no direct reports or independent budget responsibility; its records support payroll, project cost control, billing, compliance, and field execution. 

Audubon Companies is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Equal Opportunity Employer/Veterans/Disabled