headfirst · Bartlesville, Oklahoma, United States
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 a…
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