Crew Timekeeping & Production Administrator in Barre, Massachusetts at QE Solar

About QE Solar

QE Solar is one of the nation's largest independent solar and BESS operations and maintenance providers, with over 15 years of operating experience. We manage 10 GW of solar and 7.5 GWh of BESS across 44 states, supporting asset owners with multi-hundred MW utility solar projects and large standalone BESS systems. We're pure-play O&M. That focus means our entire organization is built around one thing: keeping solar and storage assets running well. Our technicians carry broad OEM certifications, and our in-house capabilities span MV/HV electrical, vegetation management, engineering, and capital improvements, to streamline asset management for project owners.

We are seeking a highly organized and detail-oriented Crew Timekeeping & Production Administrator to support our field operations.

This position will be responsible for maintaining accurate employee timekeeping and crew-production records across multiple company platforms, including but not limited to Rippling, QEST Time, Jobber, Excel, and any other current or future company-designated workforce-management, timekeeping, payroll, or field-production systems.

The administrator will monitor daily crew clock-ins and clock-outs, reconcile time and production information between systems, track crew performance, analyze operational data, and communicate directly with managers and field employees to resolve missing or inaccurate information.

The ideal candidate will have a strong administrative background, advanced Excel skills, excellent follow-through, and the confidence to hold field teams accountable for timely and accurate reporting.

Key Responsibilities

Timekeeping and Payroll Support

• Monitor daily crew clock-ins and clock-outs through Rippling, QEST Time, and other designated timekeeping platforms.
• Compare and reconcile employee time records between timekeeping, payroll, job-management, and production systems.
• Review records for missed punches, incorrect hours, overlapping shifts, unapproved overtime, and other discrepancies.
• Ensure employee time is assigned to the correct crew, project, customer, site, work order, and cost code.
• Communicate with employees and managers to resolve timekeeping discrepancies promptly.
• Maintain supporting documentation and required approvals for timecard adjustments.
• Review and finalize time records according to established payroll deadlines.
• Prepare accurate timekeeping reports for payroll and management.
• Assist employees and managers with the proper use of company timekeeping platforms.
• Help enforce company timekeeping policies and reporting procedures.

Crew Production Management

• Track daily crew production and completed work through QEST, Jobber, and other company-designated field-production systems.
• Compare crew labor hours against completed acreage, work orders, tasks, site assignments, and other production measurements.
• Confirm that field teams accurately enter job notes, production quantities, completion percentages, and supporting information.
• Identify crews and projects with missing, late, inconsistent, or inaccurate production data.
• Follow up directly with field employees and managers to obtain required information.
• Monitor crew productivity and identify significant variances from established production goals.
• Assist management with daily, weekly, and project-level production reporting.
• Help ensure that completed work is properly documented for job costing and customer billing.

Data Analysis and Reporting

• Use Excel to organize, analyze, and reconcile timekeeping and production data from multiple systems.
• Create and maintain spreadsheets, formulas, pivot tables, dashboards, and management reports.
• Compare labor hours, crew size, acreage completed, job progress, production targets, and project performance.
• Identify trends, inefficiencies, excessive labor hours, and data discrepancies.
• Provide management with clear summaries of crew performance and project progress.
• Maintain accurate historical records for payroll, production, billing, and job-costing purposes.
• Assist with the development and improvement of timekeeping and production-reporting processes.

Field and Management Communication

• Communicate daily with crew leaders, field employees, regional managers, payroll personnel, and office staff.
• Send reminders regarding missed punches, incomplete timecards, missing job records, and outstanding production information.
• Escalate recurring timekeeping or reporting problems to the appropriate manager.
• Clearly explain required corrections and reporting expectations to field personnel.
• Maintain professional, direct, and respectful communication with employees at all levels.
• Promote accountability for accurate and timely timekeeping and production reporting.
• Follow open issues through to completion rather than simply identifying discrepancies.

Required Qualifications

• Strong administrative or office-management background.
• Experience maintaining employee timekeeping, payroll, scheduling, job-costing, or production records.
• Strong Microsoft Excel skills, including formulas, filters, sorting, pivot tables, and data reconciliation.
• Excellent attention to detail and a high level of accuracy.
• Strong written and verbal communication skills.
• Ability to communicate confidently with field employees and managers.
• Ability to manage multiple deadlines and follow up consistently.
• Strong organizational, analytical, and problem-solving skills.
• Ability to learn and work across multiple software platforms.
• Comfortable working in a fast-paced field-services environment.
• Ability to handle confidential employee and payroll information appropriately.

Preferred Qualifications

• Experience using Rippling for timekeeping, payroll, or workforce management.
• Experience using QEST Time or a similar field timekeeping and job-costing system.
• Experience using Jobber or another field-service management platform.
• Experience supporting mobile field crews, vegetation-management operations, landscaping, construction, or another distributed workforce.
• Experience tracking production by employee, crew, project, work order, acreage, or labor hour.
• Advanced Excel experience, including XLOOKUP, SUMIFS, pivot tables, conditional formatting, and dashboard reporting.
• Familiarity with payroll deadlines, overtime review, job costing, customer billing, and labor-productivity reporting.

Key Performance Expectations

Success in this position will be measured by:

• Accurate and complete employee time records across all company platforms.
• Timely resolution of missed punches and incorrect time entries.
• Accurate assignment of labor hours to projects, sites, customers, work orders, and cost codes.
• Complete and timely daily production reporting.
• Accurate reconciliation of information between timekeeping, payroll, job-management, and production systems.
• Consistent follow-up with field employees and managers.
• Reliable reporting on crew productivity and project progress.
• Reduction in payroll corrections, missing data, billing delays, and job-costing errors.
• Early identification of operational issues that could affect payroll, billing, or project performance.

Ideal Candidate

The ideal candidate is organized, persistent, analytical, and comfortable holding others accountable for providing accurate information. This individual understands that timekeeping and production data directly affect payroll, job costing, customer billing, project performance, and management decision-making.

They can work independently, follow discrepancies through to resolution, communicate effectively with field and management teams, quickly learn new software platforms, and convert operational data into clear and useful management reports.

This position is performed in an in-office environment.

• Prolonged periods of sitting and working at a computer workstation

• Frequent use of hands and fingers to operate a computer, keyboard, and standard office equipment

• Ability to view multiple monitors and analyze data for extended periods

• Effective verbal and written communication skills, including participation in meetings and technical discussions

• Occasionally standing, walking, and moving throughout the office or facility

• Ability to lift and carry up to 15 pounds, as needed

QE Solar offers incredible benefits! We enjoy:

• 100% paid employee premium on health benefits; additional dependents at low costs and great plans for Health, Dental, Vision, FSA, or HSA

• Wellbeing and Employee Assistance

• Perks at Work Marketplace for discounts on gym memberships, classes, tech, vacations, tickets, and more

• Family Building and Adoption Assistance Programs

• Learning & Development Opportunities

• Discounted Life & Disability Insurance

Statement to all Third-Party Agencies and Similar Organizations:

QE Solar accepts resumes only from contracted recruiting agencies with formal service agreements. Please do not send unsolicited resumes or outreach emails to our QE Solar employees, hiring managers, or team members without expressed consent or contract for services. QE Solar is not responsible for any fees or charges associated with unsolicited resumes or services.