Onsite Timekeeper & Documentation Coordinator

Audubon Companies; Bakersfield (CA); Hybrid; USD 42,000 - 66,000; Full time

Job summary

Audubon Companies seeks a Clerk - Timekeeper to provide onsite administrative support at an assigned refinery site, maintaining timekeeping, onboarding, travel expense, and project documentation for field teams and leadership.

The role collaborates with project managers, field supervisors, and inspectors, supporting workforce mobilization/demobilization, resolving discrepancies, and generating routine reports while ensuring compliance with site procedures and safety policies.

Qualifications

• High school diploma or equivalent required.
• Two years of experience in construction, industrial services, refinery operations, or 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.
• Clear communication, ability to follow written and verbal instructions, and work 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 refinery site access and safety training credentials.
• Must be able to pass applicable pre-employment background and drug screening.

Responsibilities

• Enter and maintain daily time records for field personnel.
• Review submitted hours for accuracy and follow up on missing or inconsistent entries.
• Assist with timekeeping system issues and payroll process.
• Track onboarding status, site access requirements, training records, and safety documentation.
• Prepare and maintain organized project, inspection, and personnel files.
• Maintain manpower logs, crew rosters, and workforce curves for leadership.
• Coordinate craft or labor requisition records by discipline including mobilization and demobilization.
• Track equipment location, issue/return status, calibration, and maintenance needs.
• Collect and organize travel expense information and receipts for review.
• Coordinate with field supervisors to resolve missing time, onboarding, or expense data.
• Prepare spreadsheets and routine reports using timekeeping, expense, and document management systems.
• Support PPE distribution and site material tracking as assigned.
• Protect confidential employee, payroll, financial, client, and project information.
• Follow HSE policies and report hazards or unsafe conditions.
• Other duties as assigned by management.

Skills

Data entry

Timekeeping

Record keeping

Communication

Multitasking

Math skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Audubon Companies seeks a Clerk - Timekeeper to provide onsite administrative support at an assigned refinery site, maintaining timekeeping, onboarding, travel expense, and project documentation for field teams and leadership.

The role collaborates with project managers, field supervisors, and inspectors, supporting workforce mobilization/demobilization, resolving discrepancies, and generating routine reports while ensuring compliance with site procedures and safety policies.