Maintenance Scheduler and Planner

Position Summary

The Maintenance Scheduler & Planner is responsible for planning, coordinating, and scheduling preventive, corrective, and planned maintenance activities to support safe, reliable, and efficient operations. This role serves as the primary MainX administrator, maintaining accurate work orders, preventive maintenance schedules, technician assignments, and maintenance records.

Working under the direction of the Maintenance Manager, the position coordinates maintenance priorities, assigns planned work to specific technicians, and ensures required parts and resources are available for scheduled activities. The role also manages maintenance spare-parts inventory, supports maintenance performance reporting, and helps improve equipment reliability, schedule compliance, and overall maintenance effectiveness.

Key Responsibilities

MainX Administration & Maintenance Planning

• Serve as the primary MainX administrator and subject-matter resource for the Maintenance Department.
• Maintain accurate equipment, assets, work order, preventive maintenance, and technician information within MainX.
• Create, review, update, and close maintenance work orders in accordance with department procedures.
• Develop and maintain preventive maintenance schedules in MainX.
• Ensure maintenance activities are properly documented and accurately reflected in the system.
• Monitor overdue, upcoming, and outstanding maintenance work orders and communicate status to the Maintenance Manager.
• Generate and maintain maintenance reports, metrics, and performance data from MainX.
• Identify opportunities to improve MainX utilization, data accuracy, and maintenance workflow efficiency.

Maintenance Scheduling & Coordination

• Develop daily, weekly, and longer-term maintenance schedules based on priorities established by the Maintenance Manager.
• Coordinate and assign planned maintenance activities to specific technicians based on skill level, availability, workload, and equipment requirements.
• Balance planned maintenance work with corrective and emergency maintenance demands.
• Coordinate maintenance activities with Production and other departments to minimize operational disruption.
• Track scheduled work and follow up on incomplete, delayed, or rescheduled activities.
• Maintain visibility of technician workload and available maintenance capacity.
• Assist the Maintenance Manager with developing and maintaining the department's maintenance backlog and schedule.
• Communicate schedule changes and priorities to Maintenance Leads and technicians.

Spare Parts & Inventory Management

• Maintain accurate records of maintenance spare parts and inventory.
• Monitor critical spare parts and identify potential shortages before they impact maintenance activities.
• Coordinate parts availability with scheduled maintenance work orders.
• Ensure required parts are identified and available prior to scheduling work whenever practical.
• Assist with maintaining appropriate minimum/maximum inventory levels for critical maintenance components.
• Coordinate with Purchasing and suppliers regarding parts availability, orders, lead times, and delivery status.
• Identify obsolete, excess, or frequently used spare parts and communicate recommendations to the Maintenance Manager.
• Maintain accurate parts information, including descriptions, part numbers, quantities, and storage locations.

Maintenance Performance & Continuous Improvement

• Track maintenance KPIs such as PM completion, schedule compliance, backlog, downtime, and work order status.
• Provide regular maintenance scheduling and performance reports to the Maintenance Manager.
• Assist in identifying recurring equipment issues and maintenance trends.
• Support initiatives to improve preventive maintenance effectiveness, equipment reliability, and maintenance efficiency.
• Participate in maintenance planning meetings and continuous improvement activities.
• Promote an initiative-taking, planned-maintenance culture throughout the organization.

Qualifications

• High school diploma or equivalent required; technical degree or maintenance-related education preferred.
• 2-5 years of experience in maintenance planning, scheduling, CMMS administration, inventory control, or a related maintenance role.
• Experience working with a CMMS or maintenance management system; MainX experience preferred.
• Understanding of preventive and corrective maintenance processes.
• Experience with spare parts and maintenance inventory management.
• Strong organizational and time-management skills.
• Ability to prioritize multiple work orders and changing maintenance requirements.
• Effective communication and people skills.
• Proficiency with Microsoft Office, particularly Excel and Outlook.
• Ability to work effectively with Maintenance, Production, Engineering, Purchasing, and other cross-functional teams.

Key Competencies

• Maintenance Planning & Scheduling
• CMMS/MainX Administration
• Preventive Maintenance Management
• Spare Parts & Inventory Control
• Work Order Management
• Data Accuracy & Reporting
• Prioritization & Organization
• Communication & Teamwork
• Problem Solving
• Continuous Improvement

Success in this position will be measured by

• PM schedule completion and compliance
• Maintenance schedule adherence
• Reduction of overdue maintenance work
• Accurate and timely MainX work order management.
• Improved maintenance backlog visibility
• Availability of critical spare parts
• Improved technician utilization and workload balance
• Accuracy of maintenance records and inventory data
• Effective communication between Maintenance and Production

Additional information

Important: This position works under the direction of the Maintenance Manager, who establishes maintenance priorities, resource requirements, and overall maintenance strategy. The Maintenance Scheduler & Planner is responsible for translating those priorities into an organized, executable maintenance schedule and ensuring the necessary technicians, parts, information, and resources are coordinated.

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