Maintenance Planner/Scheduler

Job Purpose

Maximize Water Operations maintenance, operations productivity across work groups and departments through effective, customer-oriented scheduling while coordinating emergencies, routine, renewal, and preventive maintenance programs and work orders. This includes maintaining asset data, test records, risk assessment, analysis, compliance reporting, and program metrics. The Maintenance Planner using computerized maintenance management systems (CMMS), ensures timely entry of assets and associated maintenance plans to ensure program requirements are met. The Maintenance Planner Scheduler reports to the Associate Director, Water Processes.

CORE DUTIES*:

• Partnering with Water Operations Associate Director and Water systems lead, 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.
• Lead, build and maintain a preventative maintenance program for the water operations systems.
• Manage water system asset data/information to ensure the efficient operation of maintenance programs and related reporting.
• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situation and available resources.
• Coordinate work and/or project related timelines with customers including making phone calls, emailing and calendaring.
• 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. Performs trend analysis on work backlog to improve planning process and inform supervision about past due work.
• Enter, manipulate, analyze and extract data using CMMS. 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, invoice tracking and follow-up.
• Acts as document steward for technical work procedures and assignments.
• Maintains and updates assigned control documents within defined review cycle.
• Assures that all notifications and work orders are accurate and are opened, prioritized and closed out punctually.
• Assures that equipment records are maintained accurately, and appropriate data, drawings and standards are included in database.
• Participate in requirements gathering and implantation of CMMS related upgrades and changes.
• Support operations team with SCADA system management and data analysis as required
• Support and back up Water Business functions such as invoicing and PO, timecard reconciliation, billing functions etc.
• - Other duties may also be assigned
  
  

Minimum Requirements

Education & Experience:

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

Knowledge, Skills And Abilities

• 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.
  
  

Certifications And Licenses

None

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.
• - 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.
  
  

Working Conditions

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

Work Standards

• Must comply with the California Vehicle Code and client requirements when operating university-owned vehicles.
• Interpersonal Skills: Demonstrates the ability to work well with client 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’s Administrative Guide, http://adminguide.stanford.edu.
  
  

Shift - M -f 7 AM TO 4PM

schedule- 4 days onsite 1 day WFH

Driving- not required

Temp to hire- Possibly yes

top 3 requirement - Fast learner, scheduling calendar invite, data oriented

interview process- 2 round of interview via zoom