Building Maintenance Planning Manager

Accountability

Reports directly to the Building Maintenance Manager

Scope of Responsibilities

The Building Maintenance Planning Manager supervises the Building Maintenance Department planning function. The Planning Team is responsible for the oversight of service contracts for critical equipment such as emergency generators, chillers, and elevators. The Planning Team is also responsible for the procurement of material, supplies, and contractors as needed to support the Building Maintenance Department. These duties include safety oversight, quality assurance, and technical representative responsibilities.

Direct supervision and management of the Planning Team.   

Assist and support the Building Maintenance Department Manager, Operations Supervisors, and Foremen with work planning and control activities, including job hazard analysis, CMMS asset management, coordination of contractor activities and scheduling, and data analysis.

Specific Duties

• Provide departmental oversight and leadership to the Building Maintenance Planning Department.
• Supervises Plumbing Specialist and Maintenance Planner positions.
• Recommend and / or implement new projects or changes to procedures that will improve Building Maintenance Department efficiency.
• Coordinate training opportunities for Building Maintenance Department personnel.
• Planning Departmental Duties and Responsibilities include:
  • Procure equipment and materials for the department utilizing PARIS and ensure proper procurement processes are followed.
  • Provide contract management services for Building Maintenance Department, including procurement, contract renewal, scheduling, emergency call requests, contract performance monitoring, and work scope compliance.
  • Serve as Call Managers and/or Technical Representatives on service and equipment rental contracts, including coordinating service calls and materials.
  • Coordinate scheduling/planning of work orders with suppliers, foremen, supervisors, and managers.
  • Create work orders for CMMS (FMax and Service Now) and provide regular reports to department manager for compliance and backlog management.
  • Maintain and update CMMS with contractor and service vendor records.
  • Ensure new and updated asset information is correct in CMMS.
  • Create and assist with Work Control Documents (WCD’s) utilizing the AWARE system.
  • Complete JSA’s for contracted services by coordinating with customers, suppliers, vendors, contractors, and safety professionals.
  • Utilize several types of software to compile and analyze data, reports, presentations, and spreadsheets to improve process and efficiency for the respective department. 
  • Coordinate refrigeration management process and documentation to ensure compliance with Laboratory policies and procedures.
  • Coordinate Predictive Maintenance procedures.
  • Manage calibration compliance as required for equipment and tools.
• Other duties as assigned.

Position Requirements

• Ability to think quickly when managing difficult situations.
• Strong organizational and time management skills including the ability to prioritize, organize and manage multiple assignments simultaneously in a fast-paced environment, while being detail oriented and using sound independent judgment to accomplish tasks.
• Analytical, problem solving and decision-making skills to resolve problems independently with incomplete or conflicting data.
• Interpersonal skills, verbal and written communication skills, and ability to interact with people at all levels both within and outside the Laboratory.
• Bachelor’s Degree (in business, management, or technical field) with at least 2+ years of direct experience in facilities management or maintenance or equivalent, or a Bachelor's degree with 4+ years of direct experience in facilities management or maintenance or equivalent.
• Knowledge of, or the ability to quickly acquire knowledge of Lab-wide systems and applications including those related to operations, procurement, CMMS, and Argonne based software (AWARE, AMOS, PARIS, FMax, etc.) is a plus.
• Knowledge, skills, and experience, including using features in editing documents, with Microsoft Office Suite (Word, Excel, and PowerPoint, Outlook Mail and Calendar) and Adobe Acrobat
• Knowledge of Laboratory and Division policies, practices, and procedures is desirable.
• Skills in oral and written communications to interpret management directives to employees.
• Ability to collaborate with Foreman and customers to schedule preventive maintenance.

Safety, Security, and Environmental Protection

All activities, as they apply to work performed by self and working with others will be executed in compliance with Environment, Safety