Maintenance Planner/Scheduler

California, United States
25 Jun 2019
End of advertisement period
25 Aug 2019
Contract Type
Full Time

Job Purpose

Maximize maintenance crew productivity across shifts and work groups through effective, customer-oriented scheduling while controlling the backlog of emergency, routine, renewal, and preventive maintenance work orders.

Core Duties

  • Independently plan, organize and schedule workflow for corrective, preventive, and predictive maintenance work, project support and normal operations tasks to meet priority demands, and long and short-term projects. Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work.
  • Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situation and available resources.
  • Follow-up, problem-solve, trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff. Perform follow-up response to after-hours, holiday, and weekend calls to determine if process was completed or if additional resources are needed.
  • Determine work plans based upon site-wide field trips, priority, available work force, and other criteria. Review plans and schedules with craftsmen management.
  • Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.
  • Enter, manipulate, analyze and extract data using Enterprise Asset Management (EAM) system. Design and prepare reports to provide statistics for developing process improvements.
  • Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations. Review utilization and cost data to recommend cost reductions strategies.
  • Consult with team supervisors to determine time standards for work performed for maintenance planning and reactive work orders.
  • Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work, including preventive maintenance, moves and special projects as needed. Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.

Minimum Education and Experience Required

Associate degree and three years related, demonstrated work order scheduling experience, or a combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities Required

  • Analytical ability and skills to operate a computerized maintenance program and produce reports.
  • Demonstrated ability to manage short deadlines, changing priorities; and to follow a disciplined work process.
  •  Knowledge of facility maintenance procedures and systems; understanding of preventive maintenance.
  • Ability to quickly learn the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology as related to the performance of maintenance work.
  • Working knowledge of applications such as Excel, Word, PowerPoint, and project management software.

Certificates and Licenses Required


Physical Requirements

  • Frequently stand/walk, seated, performs desk-based computer tasks.
  • Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
  • Rarely kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class license.

Working Conditions

Requires 24-hour response availability seven days per week for emergency situations.

Work Standards

  • Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University‚Äôs Administrative Guide,

"Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job." 

Additional Information

Schedule: Full-time
Job Code: 4376
Employee Status: Regular
Grade: G
Requisition ID: 83637