Planner / Scheduler

The Planner/Scheduler organizes and directs the day-to-day preventative and response maintenance operations and provides regular escalation and reporting to senior leadership. This position also provides administrative support to the site. The Planner/Scheduler is responsible for daily facilities services work management and administrative functions.

 Job Responsibilities:

• Serves as the initial point of contact for customers and tenants as it relates to facilities requests.
• Develops daily dispatch and efficient work planning tools for the facilities services team.
• Prioritizes work orders to be performed in a timely manner for multiple maintenance groups based on service level agreements (SLAs) and preventative maintenance schedules.
• Contacts vendors and schedules subcontractor support of work as needed.
• Monitors escalations and repeat service calls and alerts management to various patterns of work.
• Generates corrective and preventative work requests in the computerized maintenance management system.
• Takes tenant calls and processes work request to facilities technicians including:
  • Manage workflow and escalation process to ensure service level agreements (SLA) are met
  • Report periodically on work order volumes, turn-around times, and measure productivity of workforce.
  • Code and process facilities department invoices.
  • Communicate work orders to technicians and resolve scheduling issues.
  • Follows-up with requestors about work request status, expected completion and any delays.
  • Surveys customers for satisfaction and quality auditing.
• Generate various standardized weekly reporting such as open and closed work order status and completion reporting.
  • Maintain operational files, original equipment manufacturer specs, project close-out documents, regulatory files and other files as required by the site.
  • Assist with quality inspections and occasional work order follow-up.
• Support work management training and continuous improvement.
• Provides administrative support to Program Director.
• Other duties as assigned.

Requirements (Knowledge, Abilities, Skills, and Education and/or Experience):

• Associates degree, high school diploma or general education degree (GED) required.
• Minimum of two years related experience in facilities operation and maintenance.

Preferred Qualifications:

• Computer skills including Microsoft Office Suite with high proficiency of Excel skills - Experience in formatting and manipulating templates and formulas
• Ability to write routine reports and correspondence.
• Ability to respond to common inquiries or issues from clients, co-workers, and/or supervisor.
• Ability to effectively present information to internal departments.

Working Conditions and/or Physical Requirements

• 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.