Maintenance Planner

Job Description

Job Description

Planner / Scheduler (Integrated Facilities Management)

JLL Ringaskiddy Co. Cork Ireland

Position Summary

JLL is seeking an experienced and proactive Planner / Scheduler to support the delivery of Integrated Facilities Management (IFM) services at a leading pharmaceutical manufacturing facility in Ringaskiddy Co. Cork. The Planner / Scheduler will be responsible for the effective planning coordination scheduling and reporting of preventive and corrective maintenance activities across mechanical electrical utilities building services and facilities operations.

This role is critical in ensuring the Computerised Maintenance Management System (CMMS) remains accurate and up to date supporting operational reliability regulatory compliance and continuous improvement. The successful candidate will work closely with onsite engineering teams service providers subcontractors and client stakeholders to ensure maintenance activities are executed safely efficiently and in accordance with GMP regulatory and site requirements.

Key Responsibilities

Maintenance Planning & Scheduling

• Develop maintain and optimise preventive maintenance schedules within the CMMS system.
• Plan and coordinate mechanical electrical utilities building services and facility maintenance activities.
• Schedule corrective maintenance activities in collaboration with engineering and operations teams.
• Lead weekly meeting with all the JLL team and attend the relevant area weekly meetings.
• Ensure all maintenance work orders are appropriately planned prioritised and resourced.
• Coordinate shutdown outage and major maintenance activities where required.
• Monitor work order completion and ensure schedules are updated accordingly.

CMMS Administration

• Maintain the accuracy and integrity of all asset equipment spares labour and maintenance data within the CMMS.
• Create update and optimise preventive maintenance task lists and maintenance plans.
• Review maintenance history and recommend improvements to maintenance strategies.
• Generate work orders and manage maintenance backlogs to agreed performance targets.
• Support CMMS audits and continuous improvement initiatives.

Contractor & Service Provider Coordination

• Plan and schedule service provider and subcontractor visits including monthly quarterly six-monthly and annual maintenance activities.
• Coordinate contractor access documentation permits and compliance requirements.
• Manage subcontractor performance against agreed service levels and KPIs.
• Ensure all contractor activities are planned and executed safely and efficiently.

Facilities Helpdesk & Customer Service

• Manage and respond to Facilities Helpdesk ( Get Service) requests and service tickets.
• Prioritise maintenance requests based on operational impact and business requirements.
• Liaise with client stakeholders to ensure timely resolution of maintenance and facilities issues.
• Provide regular status updates on open work orders and ongoing activities.

Compliance Safety & Quality

• Ensure all activities are conducted in compliance with JLL client local and national safety procedures.
• Support the sites Permit to Work (PTW) system and ensure maintenance activities are properly authorised.
• Promote a strong safety culture within a Tier 1 Seveso environment where safety is paramount.
• Ensure compliance with GMP requirements and internal quality standards.
• Ensure all paperwork is client compliant and act as a gate keeper ensuring strict compliance with ALCOA principles.
• Be the final review of all maintenance activities for all the JLL team.
• Identify report and support investigations into safety quality or compliance deviations.
• Participate in safety observations audits and risk assessments as required.

Reporting & Performance Management

• Produce and distribute weekly monthly quarterly and annual maintenance reports.
• Track and report Key Performance Indicators (KPIs) including PM completion rates backlog management contractor performance and CMMS compliance.
• Analyse maintenance trends and identify opportunities for reliability improvement and cost reduction.
• Support budget planning and resource forecasting activities.

Stakeholder Collaboration

• Interface with site engineering facilities operations and quality teams.
• Coordinate maintenance activities with utility providers vendors and specialist contractors.
• Build positive relationships with client representatives and internal JLL teams.
• Support continuous improvement projects and operational excellence initiatives.

Qualifications & Experience

Essential

• Degree Diploma or equivalent qualification in Mechanical Engineering Electrical Engineering Building Services Engineering Facilities Management or related discipline.
• Minimum 5-10 years experience in maintenance planning scheduling facilities management engineering or a related technical environment.
• Strong understanding of preventive and corrective maintenance principles.
• Experience working within a Computerised Maintenance Management System (CMMS/EAMS).
• Experience coordinating contractors and service providers.
• Strong knowledge of mechanical electrical utilities and building services systems.
• Experience working within a documented Permit to Work system.
• Excellent planning organisational and scheduling skills.
• Strong communication and stakeholder management abilities.
• Proficiency in Microsoft Office applications including Excel Word Outlook and Teams.

Desirable

• Experience within pharmaceutical biotechnology life sciences or regulated manufacturing environments.
• Knowledge of GMP requirements and compliance standards.
• Understanding of instrumentation controls and automation systems.
• Ability to read and interpret P&IDs engineering drawings and technical documentation.
• Experience supporting reliability-centred maintenance programs.
• Knowledge of project design construction commissioning and start-up activities.
• Working knowledge of CMMS platforms such as Maximo SAP PM Infor EAM or similar systems.

Key Competencies

• Planning and Scheduling Excellence
• Organisational Skills
• Safety Leadership
• Attention to Detail
• Problem Solving
• Customer Focus
• Communication and Collaboration
• Data Analysis and Reporting
• Time Management
• Continuous Improvement Mindset
• Proactive and Self-Motivated Approach