Facilities Planner/Scheduler

Planner/Scheduler

The Planner/Scheduler is responsible for the comprehensive planning and scheduling of facility maintenance work, including Plumbing, Motor Pool, Mechanical, Electrical, HVAC, and Grounds Maintenance tasks. This role is central to the effective operation of the Work Planning & Control function, requiring the development of weekly and long-range work schedules based on customer priority and the availability of fully planned work. The incumbent will coordinate extensively with various departments, building custodians, and research points of contact to ensure work is approved, communicated, and executed with minimal disruption. By ensuring all permits, materials, and safety analyses are complete before scheduling, this position directly contributes to the efficiency, safety, and operational readiness of the maintenance teams and the site. Working with a degree of independence, the Planner/Scheduler will manage maintenance data within the CHAMPs Computerized Maintenance Management System (CMMS), participate in key planning meetings, and strive to achieve an 80-90% scheduled task completion rate. This position plays a vital role in process improvement by identifying opportunities to streamline work-planning functions. The ideal candidate will use their knowledge of maintenance planning principles and strong communication skills to balance resource availability with customer needs, ensuring the highest priority work is consistently addressed while keeping all stakeholders informed of schedule impacts.

The purpose of the work is to plan and schedule facility maintenance activities, ensuring that all resources, materials, permits, and approvals are in place before work begins. The work directly affects the efficiency and effectiveness of the maintenance work groups (Plumbing, Motor Pool, Mechanical, Electrical, HVAC, Grounds) by ensuring a steady flow of fully planned work. This optimizes the use of available resources, minimizes downtime, and contributes to the overall operational readiness and safety of the site. The work directly impacts the ability of the maintenance teams to meet their goals and affects the work of building custodians and research personnel by coordinating scheduled activities to minimize disruption.

Responsibilities:

• Work Scheduling and Coordination
  • Develops a working schedule for each work group based on customer priority and the availability of fully planned work.
  • Coordinates the schedule with building custodians and research points of contact to ensure planned evolutions are approved and communicated.
  • Ensures the schedule includes the highest priority planned work and that the customer understands the schedule impact of any change in priorities.
  • Incorporates scheduling information appropriately, accounting for holidays and vacations.
• Maintenance Work Planning
  • Plans weekly facility maintenance work tasks for Plumbing, Motor Pool, Mechanical, Electrical, HVAC, Grounds operations.
  • Ensures the scope of work is clearly identified, develops draft activity or task hazard analyses, identifies and procures parts/materials, and ensures all required permits are approved in a timely manner before scheduling the work.
  • Works closely with the Maintenance Supervisors and Site Manager to plan work execution with available resources.
• Meeting Participation and Communication
  • Serves as a key participant in 'Plan of the Week' and scheduling meetings, pre-plan meetings, and work week assessment meetings.
  • Communicates information to all stakeholders, ensure accurate status of maintenance work, and understand customer needs and priorities.
• Process Improvement and Data Management
  • Performs data entry and verification of information in the site's Computerized Maintenance Management System (CMMS).
  • Works with Subject Matter Experts to improve Work Planning & Control processes, identify opportunities for automation, and replace manual functions with standard reporting from the CMMS.
• Managing Workflows
  • Works together with supervisor to define priorities and deadlines.
  • Works independently to plan and carry out the scheduling and coordination of maintenance work, resolve most conflicts, and interpret policies according to established objectives.
  • Keeps the site leadership informed of progress and any potential issues that may adversely impact on the schedule or customer priorities.
• Compliance
  • Ensures compliance with Department of Energy (DOE) site procedures, established safety protocols, work planning and control processes, and Computerized Maintenance Management System (CMMS) operating manuals, plus company and union guidelines.
  • Utilizes judgment in interpreting and applying these guidelines to schedule work, coordinate with various departments, and ensure compliance with safety and operational requirements.
  • Adapts standard procedures to specific maintenance tasks, such as developing hazard analyses and ensuring permit approvals.
  • Prioritizes work based on customer needs and resource availability within the established framework.
  • Recommends improvements to processes and identifies opportunities for automation, suggesting deviations from standard practices to enhance efficiency.
• Managing Complexity
  • Decides what needs to be done by planning and prioritizing work orders, identifying and procuring parts and necessary permits, and developing schedules based on resource availability and customer priorities.
  • Analyzes interrelated issues of effectiveness and efficiency, such as coordinating schedules with various departments, managing changing priorities, and ensuring work is fully planned before execution.
  • Reconciles conflicting information, such as resource constraints versus customer demands, to create a viable weekly schedule and a four-week outlook.
  • Adapts standard procedures to specific situations, like managing unexpected changes in work priority or addressing delays in parts procurement, and ensuring all stakeholders are informed of schedule impacts.
• Interpersonal Relations
  • Maintains personal contacts with employees, supervisors, and managers within the immediate organization and in related or support units, such as building custodians, research points of contact, and DOE staff.
  • Coordinates schedules, plan work, communicate status updates, and resolve issues related to facility maintenance. The contacts are generally structured, and the roles and authorities of all parties are well-established.
• Influence Change
  • Plans, coordinates, and advises on work efforts and resolve operating problems.
  • Influences and motivates individuals and groups, such as department points of contact, supervisors, and maintenance staff, who are working toward mutual goals.
  • Exchanges information, understand customer needs, and ensure all stakeholders are informed about planned work, schedules, and any changes in priority.

Minimum Qualifications Knowledge, Skills, Abilities (KSAs)

• Must hold a high school diploma or equivalent, and have knowledge of safety, maintenance planning and scheduling principles, and practices to develop weekly and long-range work schedules for multiple trade groups (Plumbing, Motor Pool, Mechanical, Electrical, HVAC, Grounds).
• Proficient knowledge of computers and office software, and experience using CHAMPs Computerized Maintenance Management System (CMMS) or similar applications to perform data entry, verify information, and generate reports.
• Proficient verbal and written skills in coordinating with multiple departments and stakeholders to communicate schedules, gain approvals, and understand work priorities.
• Ability to pass a pre-employment drug screen
• Ability to pass a background investigation, including but not limited to nationwide criminal record search, and other relevant background information deemed necessary by the contract
• United States citizenship is required to work on a federal contract and will be electronically verified via E-Verify

Preferred Qualifications Knowledge, Skills, Abilities (KSAs)

• College or vocational/technical training beyond high school and five (5) years of job-related or equivalent experience, plus advanced knowledge of Computerized Maintenance Management System (CMMS) and prior knowledge or experience working with a Native American Tribe.
• Proficient knowledge of work control processes, including identifying work scope, developing activity or task hazard analyses, identifying required parts and materials, and ensuring necessary permits are in place before scheduling work.
• Proficient skill in applying organizational procedures and communication channels to effectively participate in planning meetings and convey schedule impacts resulting from changes in priority.

Physical Requirements:

This job operates in a professional office environment. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Flexibility related to work hours as project demands arise.
• Occasionally required to move 5 25 pounds.
• Must be able to remain in a stationary computer position for extended periods of time.
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