Planner / Scheduler

Job Purpose:

The Planner / Scheduler is responsible for planning, scheduling, coordinating, and monitoring preventive and corrective maintenance activities to ensure work orders are executed efficiently, resources are properly utilized, and maintenance activities are completed within required SLA and operational timelines.

Key Responsibilities

• Plan and schedule Preventive Maintenance (PPM) and Corrective Maintenance (CM) work orders.
• Review work orders to ensure sufficient information, priority, location, asset details, job plans, labor requirements, materials, tools, permits, and access requirements are available before scheduling.
• Prepare daily, weekly, and monthly maintenance schedules based on operational priorities, SLA requirements, resource availability, and asset criticality.
• Coordinate with supervisors, technicians, engineering teams, vendors, and other stakeholders to ensure timely execution of scheduled work.
• Update and maintain Scheduled Start and Scheduled Finish Dates in the CMMS/Maximo system.
• Monitor work-order progress and follow up on overdue, pending, on-hold, and SLA-critical work orders.
• Identify scheduling conflicts, resource shortages, access restrictions, material delays, and other constraints, and coordinate corrective actions.
• Ensure PPM activities are generated and scheduled according to approved maintenance frequencies and maintenance plans.
• Review PPM plans, job plans, frequencies, sequences, and next-due dates to ensure accurate maintenance scheduling.
• Monitor work-order backlog and develop recovery plans for aging or overdue work orders.
• Coordinate work-order cancellation, hold, reassignment, or rescheduling when operational conditions require changes.
• Ensure newly registered assets are included in the appropriate preventive-maintenance program.
• Support the identification of operating assets that are not associated with active PPMs.
• Coordinate with the Inventory/Procurement team to confirm availability of required spare parts and materials before planned execution.
• Track vendor and subcontractor activities where maintenance work is outsourced.
• Ensure completed work orders contain appropriate completion details and required documentation before closure.
• Prepare planning and scheduling reports, including SLA compliance, backlog aging, PM compliance, manpower utilization, and work-order status.
• Analyze schedule performance and identify opportunities to improve maintenance productivity and resource utilization.
• Support maintenance meetings by providing schedules, backlog status, pending issues, and performance reports.
• Maintain accurate records and ensure all planning and scheduling activities are properly reflected in Maximo/CMMS .

Required Qualifications

• Diploma or bachelor’s degree in engineering, Facilities Management, Maintenance Management, or a related discipline.
• Experience in maintenance planning and scheduling within Facilities Management, industrial, infrastructure, or similar environments.
• Good knowledge of CMMS systems, preferably IBM Maximo .
• Strong knowledge of preventive and corrective maintenance processes.
• Good understanding of SLA management, asset management, work-order lifecycle, and maintenance priorities.
• Strong Microsoft Excel skills; Power BI knowledge is an advantage.
• Good communication, coordination, reporting, and analytical skills.

Key Competencies

• Planning and scheduling
• Time management
• Analytical thinking
• Attention to detail
• Work-order management
• Stakeholder coordination
• Problem-solving
• Prioritization
• Maintenance data analysis
• CMMS/Maximo proficiency