Planner / Scheduler

About the role

The Planner/Scheduler organizes and directs day-to-day preventative and response maintenance operations, provides regular escalation and reporting to senior leadership, and offers administrative support to the site.

Responsibilities

• Serve as the initial point of contact for customers and tenants regarding facilities requests.
• Develop daily dispatch and efficient work planning tools for the facilities services team.
• Prioritize work orders for multiple maintenance groups based on service level agreements (SLAs) and preventative maintenance schedules.
• Contact vendors and schedule subcontractor support as needed.
• Monitor escalations and repeat service calls; alert management to patterns of work.
• Generate corrective and preventative work requests in the computerized maintenance management system.
• Manage workflow and escalation process to ensure SLAs are met.
• Report periodically on work order volumes, turn-around times, and workforce productivity.
• Code and process facilities department invoices.
• Communicate work orders to technicians and resolve scheduling issues.
• Follow up with requestors about work request status, expected completion, and delays.
• Survey customers for satisfaction and quality auditing.
• Generate standardized weekly reporting such as open and closed work order status.
• Maintain operational files, OEM specs, project close-out documents, regulatory files, and other required documentation.
• Assist with quality inspections and occasional work order follow-up.
• Support work management training and continuous improvement.
• Provide administrative support to the Program Director.
• Perform other duties as assigned.

Requirements

• Associate’s degree, high school diploma, or GED required.
• Minimum of two years of related experience in facilities operation and maintenance.

Preferred Qualifications

• Proficiency in Microsoft Office Suite, especially Excel (formatting, templates, and formulas).
• Ability to write routine reports and correspondence.
• Ability to respond to inquiries or issues from clients, coworkers, and supervisors.
• Ability to effectively present information to internal departments.

Working Conditions

The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.