Maintenance Planner/Scheduler 1

Welcome to Land, Buildings & Real Estate

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University''s physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective values of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university''s academic mission, as well as preserving and enhancing Stanford''s 8,180 acres, and pride ourselves on supporting the teaching and research of the university as "Caretakers of a Legacy."

Who we are:

Planning and scheduling effectively supports operations efforts to reduce maintenance cost, improve utilization of a lean and efficient workforce, and meet customer demand in a timely manner. Maintenance Planners establish strong relationships with key functions across the organization and act as the catalyst that allows technicians, contractors, and supervisors to reduce the risk of program failure by coordinating and directing work to meet the university''s operational mission.

This role reports to the Planner & Scheduler Manager and operates within a centralized Planning & Scheduling (P&S) function. Planners are expected to follow standardized, department-wide Standard Operating Procedures (SOPs) and contribute to shared KPI and backlog reporting used to track P&S performance across all shops. Relationships between Planners, technicians, supervisors, and building managers must be nurtured to avoid departmental silos and communication barriers. We also serve as a facilities information resource to departments campus wide.

What we do:

We provide services in support of our mission including:

• Avoiding production delays
• Improving workforce productivity and work quality
• Planning and coordinating labor, parts and material, and equipment access
• Reducing risk and program failures

Additional key responsibilities include:

• Planning, scheduling, and coordinating maintenance work in line with department SOPs
• Maintaining accurate records and following standardized planning processes
• Tracking and reporting maintenance KPIs (backlog health, PM compliance, schedule attainment) supporting the grounds, architectural trades, and Mechanical, Electrical and Plumbing (MEP) groups

Primary responsibilities include:

The Maintenance Planner (MP) is on-site to interact with building managers, district/hub personnel, and contractors, maintaining open lines of communication with each. Planners are the eyes and ears on campus - reporting, tracking, and scheduling facilities issues as needed. The MP is the administrator of the work and is expected to follow the department''s standardized P&S procedures, maintain consistent communication with the supervisor, technician, and building manager on the status of work, and ensure processes established by LBRE Operations and the Planner & Scheduler Manager are followed. At any point, the MP may be called upon to provide a status of work - it is the Planner''s responsibility to ensure notes are maintained, work status is kept current, and sufficient information is available to complete the work.

Develop and build a continuous relationship with District Management and Technicians

• Meet with each District (Hub) Management Team to review workload assignments in each District (Hub) provide schedules that include preventive, corrective, and project work in the respective district/area.
• Meet with technicians to ensure benches are maintained, work status is provided, and processes are adhered to.
• Reach consensus with supervisor(s) on assignments, performance, and resourcing - and act on behalf of supervisor(s) as needed as it relates to work order management.
• Support technician development by relaying performance feedback and coordinating stretch assignments in partnership with supervisors and the Planner & Scheduler Manager.

Plan and Schedule PM, Corrective, and Reactive Workload

• Provide PM workload for each technician
• Regularly evaluate and update workload accuracy (estimated hours and frequency) to improve planning precision and reduce backlog.
• Ensure notes are updated, work is completed, and status is communicated to the requestor/planner by the technician.
• Dispatch quick response (QR) work to the appropriate technician(s) as needed.

Estimate and Project Workload

• Coordinate the entire estimate/project work order process - schedule job walks, communicate with customers, and develop estimates through to completion of work.
• In conjunction with the supervisor, monitor project spend against estimate - if spend is projected to exceed the estimate, obtain customer approval to continue and communicate the updated estimate.

Administrative and Reporting Tasks

• Monitor the LBRE transmittal; follow up on flagged items pertaining to your area(s).
• Monitor the draft and awaiting-work-order bench; provide back-up to Support Services to ensure work orders are processed within 3 business days.
• Monitor and respond to e-mails in the shared lbreoperations inbox.
• Oversee critical-1 and critical-2 alarms for all academic buildings (MEP only).
• Contribute to backlog analysis and centralized KPI reporting (PM compliance, schedule attainment, backlog aging) in coordination with the Planner & Scheduler Manager and provide ad-hoc reports as needed.
• Help maintain and follow department SOPs for planner/scheduler functions, flagging opportunities for process improvement to the Planner & Scheduler Manager.

Onboarding, Training, and Development

• Complete the department''s structured 90-day onboarding program covering scheduling tools, SOPs, and shop-specific workflows.
• Receive training on Incorta, Oracle eAM (Scheduler''s Workbench), and mobile field apps as part of onboarding and ongoing skill development.
• Participate in 1:1 check-in with supervisors and the Planner & Scheduler Manager to receive development feedback.
• Participate in cross-training with peer Planners to support process continuity and coverage
• Engage in SOP refresh cycles, incorporating lessons learned into the living SOP library (with ownership tags).
• Support scheduling of BGM (building, grounds maintenance) technicians for Safety Office-led training.
• Required training for P&S:
• 1-2 Safety Training classes per year (e.g., Confined Space, LOTO Training, etc.)
• 1-2 Development Training classes per year (e.g., trade-specific training, Facilities Management Professional, etc.)

The schedule will be Monday to Friday, 7:00am-3:30pm or 6:00am-2:30pm; 5 days per week on-site.*

Requires 24-hour response availability seven days per week for emergency situations.

Additional work hours on an as-needed basis.

Other duties may also be assigned

• Unless otherwise agreed upon with Manager/Supervisor

Bonus points if:

You have hands-on experience with an Enterprise Asset Management System (EAM), such as Oracle eAM, and/or reporting tools such as Incorta

Core Duties:

• Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, and short and long-term projects to meet priority demands.

• Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work for assigned unit(s).

• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situational variables and available resources.

• Follow-up, problem-solve, and trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff.

• Perform follow-up response to after-hours, holiday, and weekend calls to determine if process was completed or if additional resources are needed.

• Determine work plans based upon site-wide field trips, priority, available workforce, and other criteria. Review and confirm plans and schedules with craftsmen management.

• Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.

• Enter, manipulate, analyze and extract data using maintenance management system.

• Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations. Prepare and review utilization and cost data to provide data-driven cost reduction recommendations.

• Consult with team supervisors to determine time standards for maintenance planning and reactive work orders.

• Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work, including preventive maintenance, moves and special projects as needed. Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.

Minimum Education and Experience

Associate's degree and three years of related work order scheduling experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Analytical ability and skills to operate a computerized maintenance program and produce reports.

• Demonstrated ability to manage short deadlines, navigate changing priorities, and follow disciplined and variable work processes.

• Intermediate to advanced knowledge of facility maintenance procedures and systems; strong understanding of preventive maintenance.

• Ability to identify and apply the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology as related to the performance of maintenance work.

• Strong skills in technologies/platforms that support business operations and communications.

Core Duties:

• Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, and short and long-term projects to meet priority demands.

• Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work for assigned unit(s).

• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situational variables and available resources.

• Follow-up, problem-solve, and trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff.

• Perform follow-up response to after-hours, holiday, and weekend calls to determine if process was completed or if additional resources are needed.

• Determine work plans based upon site-wide field trips, priority, available workforce, and other criteria. Review and confirm plans and schedules with craftsmen management.

• Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.

• Enter, manipulate, analyze and extract data using maintenance management system.

• Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations. Prepare and review utilization and cost data to provide data-driven cost reduction recommendations.

• Consult with team supervisors to determine time standards for maintenance planning and reactive work orders.

• Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work, including preventive maintenance, moves and special projects as needed. Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.

Minimum Education and Experience

Associate's degree and three years of related work order scheduling experience, or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Demonstrated success in following through and completing projects.

• Excellent organizational skills and attention to detail.

• Strong verbal and written communication skills.

• Excellent customer service and interpersonal skills.

• Analytical ability and skills to operate a computerized maintenance program and produce reports.

• Demonstrated ability to manage short deadlines, navigate changing priorities, and follow disciplined and variable work processes.

• Intermediate to advanced knowledge of facility maintenance procedures and systems; strong understanding of preventive maintenance.

• Ability to identify and apply the maintenance service-provider roles of each shop, the roles of contract services, proper sequencing of repair work, and facilities and construction terminology as related to the performance of maintenance work.

• Strong skills in technologies/platforms that support business operations and communications.