Maintenance Planner/Scheduler 1

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University's physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective values of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university's academic mission, as well as preserving and enhancing Stanford's 8,180 acres, and pride ourselves on supporting the teaching and research of the university as “Caretakers of a Legacy.”

About the Role

Planning and scheduling effectively supports operations efforts to reduce maintenance cost, improve utilization of a lean and efficient workforce, and meet customer demand in a timely manner. Maintenance Planners establish strong relationships with key functions across the organization and act as the catalyst that allows technicians, contractors, and supervisors to reduce the risk of program failure by coordinating and directing work to meet the university's operational mission. This role reports to the Planner & Scheduler Manager and operates within a centralized Planning & Scheduling (P&S) function. Planners are expected to follow standardized, department-wide Standard Operating Procedures (SOPs) and contribute to shared KPI and backlog reporting used to track P&S performance across all shops.

Responsibilities

• Plan, schedule, and coordinate maintenance work in line with department SOPs.
• Maintain accurate records and follow standardized planning processes.
• Track and report maintenance KPIs (backlog health, PM compliance, schedule attainment) supporting the grounds, architectural trades, and Mechanical, Electrical and Plumbing (MEP) groups.
• Serve as the on-site point of contact to interact with building managers, district/hub personnel, and contractors, maintaining open lines of communication.
• Act as the administrator of the work, ensuring department standardized P&S procedures are followed and consistent communication with supervisors, technicians, and building managers on work status.
• Develop and build continuous relationships with District Management and Technicians.
• Meet with each District (Hub) Management Team to review workload assignments and provide schedules that include preventive, corrective, and project work.
• Meet with technicians to ensure benches are maintained, work status is provided, and processes are adhered to.
• Reach consensus with supervisor(s) on assignments, performance, and resourcing, acting on behalf of supervisor(s) as needed for work order management.
• Support technician development by relaying performance feedback and coordinating stretch assignments.
• Plan and schedule PM, corrective, and reactive workload, including providing PM workload for each technician and regularly evaluating workload accuracy.
• Dispatch quick response (QR) work to the appropriate technician(s) as needed.
• Coordinate the entire estimate/project work order process, including scheduling job walks, communicating with customers, and developing estimates through to completion.
• Monitor project spend against estimate and obtain customer approval for any projected overages.
• Perform administrative and reporting tasks, including monitoring the LBRE transmittal, draft and awaiting-work-order bench, and shared inbox.
• Oversee critical-1 and critical-2 alarms for all academic buildings (MEP only).
• Contribute to backlog analysis and centralized KPI reporting.
• Maintain and follow department SOPs for planner/scheduler functions, flagging opportunities for process improvement.
• Complete the department's structured 90-day onboarding program covering scheduling tools, SOPs, and shop-specific workflows.
• Receive training on Incorta, Oracle eAM (Scheduler's Workbench), and mobile field apps.
• Participate in 1:1 check-ins, cross-training, and SOP refresh cycles.
• Support scheduling of BGM technicians for Safety Office-led training.
• Complete required safety and development training classes annually.
• Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, and short and long-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 schedules.
• Follow-up, problem-solve, and communicate scheduling information and work status with customers and staff.
• Perform follow-up response to after-hours, holiday, and weekend calls to determine if additional resources are needed.
• Determine work plans based on site-wide field trips, priority, available workforce, and other criteria.
• Monitor, track, review, and analyze open work orders and work order aging to establish work priorities.
• Enter, manipulate, analyze, and extract data using maintenance management systems.
• Identify opportunities to improve processes, planning, or performance through workflow analysis.
• Prepare and review utilization and cost data to provide data-driven cost reduction recommendations.
• Consult with team supervisors to determine time standards for maintenance planning.
• Evaluate vendor quotes and services to coordinate parts and material acquisitions.

Requirements

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

Skills

• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Analytical ability and skills to operate a computerized maintenance program and produce reports.
• Demonstrated ability to manage short deadlines, navigate changing priorities, and follow disciplined and variable work processes.
• Intermediate to advanced knowledge of facility maintenance procedures and systems; strong understanding of preventive maintenance.
• Ability to identify and apply the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology.
• Strong skills in technologies/platforms that support business operations and communications.
• Hands-on experience with an Enterprise Asset Management System (EAM), such as Oracle eAM, and/or reporting tools such as Incorta (preferred).

Schedule

• Monday to Friday, 7:00am–3:30pm or 6:00am–2:30pm; 5 days per week on-site.
• Requires 24-hour response availability seven days per week for emergency situations.
• Additional work hours on an as-needed basis.