Maintenance Planner

MalaceHR is seeking an experienced Maintenance Planner / Scheduler to support a large-scale facilities maintenance operation. This role plays a critical part in driving a world-class maintenance program by planning, scheduling, and coordinating preventive, predictive, and corrective maintenance activities through a Computerized Maintenance Management System (CMMS).

The ideal candidate will have strong experience with maintenance planning, inventory and spare parts management, CMMS administration, and maintenance program optimization. Experience with CheckHub or similar maintenance management platforms is highly preferred.

Key Responsibilities

Maintenance Planning & Scheduling

• Plan, schedule, coordinate, and assign preventive, predictive, corrective, and project-related maintenance activities.
• Balance maintenance workloads with available labor resources to maximize workforce efficiency.
• Identify open, unscheduled, or unassigned work orders and ensure timely assignment and completion.
• Coordinate maintenance schedules with facility operations to minimize disruptions and downtime.
• Maintain communication with technicians, supervisors, and facility management regarding work execution, schedule changes, and staffing requirements.

CMMS Administration & Data Management

• Utilize CMMS software to manage maintenance planning, scheduling, asset tracking, and reporting.
• Ensure compliance with CMMS standards, specifications, and business processes.
• Maintain database integrity through routine audits and data validation.
• Build and maintain asset object structures within the CMMS.
• Submit and document system updates through approved CMMS change request processes.
• Develop, maintain, and update standard operating procedures related to CMMS and storeroom operations.

Inventory & Spare Parts Management

• Manage maintenance, repair, and operations (MRO) inventory and spare parts programs.
• Track asset information, spare parts inventory, maintenance documentation, and labor utilization.
• Coordinate asset-related purchase requisitions and parts procurement activities.
• Optimize inventory levels while ensuring availability of critical components.
• Arrange for specialized tools and equipment required for maintenance activities.
• Support automated preventive maintenance parts ordering programs where applicable.

Maintenance Program Optimization

• Collect operational data and collaborate with maintenance teams to improve maintenance strategies.
• Analyze maintenance metrics, work order flow, labor utilization, and project demands.
• Identify opportunities for continuous improvement within maintenance planning and scheduling processes.
• Provide weekly reporting to facility leadership, identifying operational risks, gaps, and corrective action plans.
• Support critical environment operations by helping maintain infrastructure reliability and reducing equipment downtime.

Qualifications

Required

• Minimum of 5 years of experience in facilities maintenance planning, scheduling, or maintenance program management.
• Experience scheduling and coordinating maintenance work for hourly maintenance personnel using CMMS platforms.
• Experience with maintenance inventory, spare parts, and MRO management.
• Advanced proficiency with Microsoft Office Suite, particularly Excel, Outlook, and Visio.
• Working knowledge of SharePoint.
• Strong understanding of commercial HVAC, electrical, plumbing, and building systems.
• Excellent organizational, analytical, and prioritization skills.
• Strong verbal and written communication skills.
• Customer-focused mindset with the ability to collaborate across multiple departments.
• Advanced computer and database management skills.

Preferred

• Experience with CheckHub or similar maintenance management software.
• Experience supporting Critical Environment or Mission Critical facilities.
• Bachelor's degree in Engineering, Facilities Management, Business Management, or related field.
• Experience with SQL, Oracle, or other database management systems.
• Experience generating reports and utilizing reporting software platforms.
• Knowledge of maintenance metrics, reliability programs, and continuous improvement methodologies.

Physical Requirements & Work Environment

• Ability to routinely walk facilities and job sites, including uneven terrain and active operational environments.
• Ability to perform site inspections and conduct field verification activities.
• Must possess reliable transportation for occasional off-site meetings and facility visits; mileage reimbursement provided.
• Work may be performed in office, industrial, commercial, construction, and critical facility environments.
• Ability to work safely in accordance with all company and client safety requirements.