Maintenance Planner

Department:

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Position Title:

Job Family Group:

Job Description Summary:

Job Description:

Job Duties Outlined

Asset Management and CMMS Database Administration

• CMMS Application Administration includes access management troubleshooting workflow management etc.

• Ensure all work orders and maintenance activities are derived from CMMS and accurately closed out in the system.

• Create reports using CMMS data to monitor process effectiveness such as PMs vs. CMs time to complete work orders based on priority level etc.

• Utilize CMMS data to analyze and troubleshoot asset performance and perform root cause failure analysis.

• Utilize CMMS and other databases to track and report on various business Key Performance Indicators (KPIs)

• Assess gaps in KPIs and recommend opportunities for improvement.

• Maintain up-to-date asset and equipment inventory in the CMMS.

• Partner with the Deferred Maintenance Program Manager to ensure both the CMMS and Deferred Maintenance Asset and equipment data are up to date.

Maintenance Planning

• Screen work orders identify the scope analyze required level of planning and schedule maintenance activities given available resources criticality of work and available maintenance windows.

• Plan parts and materials for reliability improvement projects to maximize technician wrench time improve efficiency and increase system reliability and performance.

• Communicate with Maintenance Managers Technicians and Control Systems Technicians regarding ideas and procedures that will enhance and optimize future work activities.

• Identify reliability centered maintenance (RCM) best practices and work with zone maintenance team to develop standard processes that will drive operational efficiencies and continuous improvement.

• Identify areas of improvement for the maintenance program and implement recommendations.

• Oversee and manage the refrigerant compliance management program for the Institution.

Preventative Maintenance Program Management

• Implement PM program with the Zone Maintenance Teams.

• Develop and maintain job plans for the PM program through the CMMS routinely reevaluate and update procedures and frequencies.

• Coordinate with the storeroom to ensure necessary supplies and quantities are available for the maintenance program.

• Evaluate the level of work order backlog and provide recommendations on use of overtime for priority repairs and PM scheduling.

Infrastructure Asset Tracking and Compliance

• Identify tag and track all valves and related infrastructure assets across campus ensuring accurate documentation and compliance with safety and regulatory standards.

• Update asset inventories in real-time during renovations new construction demolitions or building repurposing including adding new assets and removing obsolete ones to maintain an accurate database.

• Coordinate with construction remodeling and projects teams to integrate new or modified assets into the CMMS ensuring seamless updates to preventive maintenance schedules and work orders.

• Review and update contract inspections maintenance agreements and vendor schedules to reflect changes in asset inventories minimizing downtime and ensuring institutional compliance.

• Collaborate with cross-functional teams to audit asset data periodically identify discrepancies and implement corrective actions to enhance system reliability and operational efficiency.

Training Program Administration

• Develop coordinate and implement a safety compliance and maintenance training system to provide technical knowledge for Facilities Management maintenance safety and compliance related topic and programs in conjunction with the Director of Operations.

• Analyze current operating problems and future operating requirements to identify training needs.

• Identify and coordinate internal and external training opportunities to meet staff needs

• Work closely with facilities management to develop tracking documents to best identify areas of needed training.

• Maintain up to date knowledge and training in the Maintenance industry.

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job not an exhaustive list of all possible job responsibilities tasks duties and assignments. Furthermore job duties responsibilities and activities may change at any time with or without notice.

Work Environment

• Ability to perform site visits across campus including accessing mechanical rooms construction sites and elevated areas with occasional lifting/moving of up to 25 pounds with or without reasonable accommodation.

• Work environment includes office settings maintenance shops and outdoor campus areas; may involve exposure to noise dust and varying weather conditions.

• Must adhere to safety protocols including use of personal protective equipment (PPE) when on-site.

Required Qualifications

Work Experience:

• 5 years of relevant experience in related maintenance field.

• Experience using a CMMS work order system

• Experience creating complex spreadsheets dashboards and reports for data analysis and tracking.

• Experience in construction remodeling facilities maintenance or a related field with hands-on knowledge of asset tagging tracking and lifecycle management.

• Experience with asset management principles including identification tagging inventory updates and integration with maintenance systems like CMMS.

Preferred Qualifications

Education:

• Bachelors degree in building/mechanical trades business or closely related field.

Certifications/Licensure:

• Certified Reliability Leader and/or Certified Maintenance & Reliability Professional Certification.

• Certification in asset management or related fields (e.g. Certified Asset Management Professional) or demonstrated experience with industry standards like ISO 55000 for asset management.

Work Experience:

• Experience with Maintenance-related business systems.

• Extensive knowledge of standard maintenance practices in compliance with Industry Standards as demonstrated by application materials.

• Experience managing infrastructure assets in large-scale environments (e.g. campuses hospitals or industrial sites) including tracking valves piping systems or similar components during construction renovations or demolitions.

• Experience with database management and reporting tools beyond basic CMMS such as integrating data from multiple sources for compliance and KPI tracking.

Skills

• Interpersonal skills

• Communication

• Time management

• Multitasking

• Computer skills

• Organization

• Attention to detail

Required Documents

• Resume/CV

Comprehensive Benefits Package: