About the Department
The Facilities Maintenance Planner supports the daily administrative and operational functions of the Facilities Maintenance department. This position serves as the primary administrator of the Computerized Maintenance Management System (CMMS), ensuring maintenance requests, work orders, materials documentation, and maintenance records are accurate and complete. The role coordinates maintenance workflow, supports planning and scheduling activities, assists with parts procurement for maintenance work, and helps maintain reliable maintenance data for operational and financial tracking. The position also provides general administrative support for the maintenance office and assists the Director of Facilities Operations in maintaining efficient maintenance operations.
Key Responsibilities
Maintenance Request Intake and Work Control
•Serve as the primary administrator of the CMMS work request system and ensure all maintenance requests are submitted through the CMMS.
•Monitor incoming work requests within the CMMS and review them for clarity, completeness, and correct location or asset information.
•Redirect requests received by phone, email, or in person to the CMMS system to ensure proper tracking and documentation.
•Screen routine maintenance requests and approve, return for clarification, or route them according to established maintenance policies.
•Route approved work orders to the appropriate trade personnel or forward to the appropriate manager.
•Ensure work orders are properly categorized, assigned, and documented prior to technician dispatch.
•Maintain CMMS request queues and ensure requests are processed in a timely manner.
CMMS Administration and Data Integrity
•Maintain the CMMS as the primary system of record for maintenance operations.
•Audit work orders prior to assignment to ensure they contain clear scope descriptions, accurate locations, asset references, and necessary supporting information.
•Ensure work orders include clear descriptions, accurate locations, asset references, and appropriate documentation.
•Review completed work orders to verify accurate labor reporting, materials usage, accounting information, and meaningful close-out comments.
•Return incomplete or unclear work order records to technicians for clarification when necessary.
•Maintain accurate asset, equipment, and location records within the CMMS.
•Assist with maintaining preventive maintenance schedules and task lists within the system.
•Monitor work order backlog and assist the Manager Trades Project Management in identifying aging or stalled work orders.
•Generate reports and data summaries to support maintenance planning, backlog management, and operational oversight for the Director of Facilities Operations.
•Initiate and oversee improvements in CMMS data quality, reporting, and maintenance documentation standards.
Materials, Parts, and Purchasing Coordination
•Coordinate ordering of parts and materials required for maintenance work orders.
•Work with technicians to identify required materials prior to scheduled work.
•Prepare or submit purchase requests for maintenance-related materials as directed.
•Track order status and deliveries to help ensure materials are available when scheduled work begins.
•Verify that purchase receipts and supporting documentation are attached to the appropriate work orders within the CMMS.
•Coordinate with purchasing staff and inventory personnel to ensure maintenance materials are properly ordered and documented.
•Support inventory replenishment by assisting with ordering commonly used maintenance materials when requested.
Maintenance Planning Support
•Assist the managers by preparing work orders with estimated labor, materials, tools, and safety considerations when needed.
•Maintain preventive maintenance schedules within the CMMS.
•Assist in preparing upcoming maintenance schedules and coordinating access to spaces when work must occur in occupied areas.
•Assist technicians in identifying required parts, materials, and tools prior to scheduled work.
•Coordinate occupant notifications or operational considerations related to scheduled maintenance work.
•Support preparation of work orders so technicians arrive on site with the information and materials required to complete the task.
Administrative and Financial Support
•Serve as the secondary administrative point of contact for the maintenance office.
•Answer phones, greet visitors, and assist individuals with submitting maintenance requests through the CMMS.
•Maintain maintenance records, documentation, and digital files.
•Assist with tracking maintenance-related expenses and ensuring purchases are properly documented.
•Support the Facilities department with administrative tasks related to purchasing documentation, reporting, and maintenance records.
Coordination and Communication
•Coordinate with technicians to ensure work orders, materials, and documentation are prepared prior to scheduled work.
•Assist the managers in communicating planned work activities or service interruptions to building occupants or departments.
•Track open work orders and provide status updates to maintenance leadership as needed.
Continuous Improvement
•Identify opportunities to improve maintenance workflow, CMMS processes, and operational efficiency.
•Assist in developing standardized job plans, documentation, and maintenance procedures.
•Support improvements in maintenance metrics, reporting, and operational transparency.
Position Duties
Education
Associate degree in Facilities Management, Business Administration, Industrial Technology, or related field preferred. Equivalent experience may be considered.
Experience
Two to five years of experience in facilities maintenance, maintenance administration, operations coordination, or a similar role preferred.
Experience working with a Computerized Maintenance Management System (CMMS) is strongly preferred.
Knowledge, Skills, and Abilities
Strong organizational and administrative skills.
Other Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements and competencies listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands
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 accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to stand and walk. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually quiet.