Job Description Summary

The Facilities Maintenance Planner/Scheduler plays a critical role in ensuring equipment readiness and operational efficiency. This position bridges the gap between maintenance execution and strategic management, focusing on planning, scheduling, and optimizing maintenance activities. Below is a detailed breakdown of the responsibilities outlined in the job description.

Job Description

Key Responsibilities

Planning & Scheduling

• Create and manage maintenance schedules: Develop level-loading strategies to reduce downtime and improve efficiency.

• Prioritize work orders: Focus on safety, criticality, and operational impact using Maximo CMMS.

• Coordinate work packages: Align job plans with operations schedules to minimize disruptions.

• Develop project schedules: Collaborate with maintenance teams and Project Managers.

• Estimate costs: Calculate labor, material, and other costs for planned maintenance.

• Resource preparation: Ensure technicians have necessary tools, parts, and information.

• Track backlog: Maintain visibility on upcoming work and align work management.

• Analyze metrics: Partner with Reliability Engineers to identify root causes of equipment failures and improve performance.

CMMS Management & Data Integrity

• Maximo CMMS focal point: Ensure accurate equipment registration and hierarchy.

• Maintain master files: Update work management files and dashboards.

• Support PM schedules: Provide detailed procedures, safety requirements, and material needs.

• Audit and optimize: Review asset data, PM frequencies, and job plan accuracy.

• Train personnel: Educate maintenance staff on Maximo documentation and system usage.

Materials & Resource Management

• Procure parts and materials: Identify and source items for planned maintenance activities.

• Maintain bill of materials: Ensure accuracy for job plans and PM tasks.

• Support project planning: Coordinate purchasing and vendor management for successful execution.

Cross-Training Program Management

• Develop tracking systems: Create and maintain cross-training matrices for union maintenance personnel.

• Identify skill gaps: Highlight training needs and opportunities.

Performance Management & Reporting

• Monitor KPIs: Track and report on metrics such as:

  • Schedule compliance and work order completion rates

  • PM compliance percentage and planned vs. unplanned maintenance ratio

  • Mean Time Between Failure (MTBF) and Mean Time To Repair (MTTR)

  • Backlog hours and aging

• Identify trends: Share best practices across facility groups.

Documentation & Continuous Improvement

• Ensure accurate documentation: Record maintenance activities in Maximo.

• Refine procedures: Improve standard procedures and job plans.

• Support root cause analysis: Investigate repeat failures and ensure compliance with safety regulations.

• Enhance data quality: Continuously improve Maximo system utilization.

Coordination & Communication

• Facilitate meetings: Organize scheduling meetings with supervisors and operational managers.

• Communicate updates: Share schedule changes and constraints with stakeholders.

• Participate in meetings: Attend labor-management meetings and daily supervisor stand-ups.

Key Skills and Competencies

• Technical expertise: Proficiency in Maximo CMMS and maintenance planning tools.

• Analytical skills: Ability to analyze maintenance metrics and identify trends.

• Communication skills: Strong ability to coordinate and communicate with various stakeholders.

• Organizational skills: Effective scheduling, resource management, and documentation.

• Continuous improvement mindset: Focus on optimizing processes and reducing downtime.

Technical Skills

• Proficiency in IBM Maximo CMMS or similar programs (asset management, work orders, PM scheduling, reporting).

• Strong knowledge of mechanical, electrical, pneumatic, and hydraulic systems.

• Proficient in Microsoft Office Suite and Smartsheet.

Core Competencies

• Exceptional organizational and time management skills.

• Strong analytical skills with attention to detail and data accuracy.

• Excellent written and verba