Maintenance Scheduler Planner and Facility Coordinator

Job Title

Maintenance Scheduler Planner and Facility Coordinator

Job Description Summary

This role is responsible for improving workforce productivity and work quality by planning, scheduling, and coordinating all plannable work from start to finish. Key duties include anticipating and eliminating potential delays, ensuring the right materials and equipment are available to meet customer needs, assigning the appropriate personnel, and maintaining effective communication with internal and external customers, engineering, and purchasing to align on all work requirements.

Job Description

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

This role is responsible for planning, prioritizing, and coordinating all tenant work orders while delivering exceptional customer service. The position works closely with Facilities, Engineering, Property Management, vendors, and tenants to ensure timely completion of maintenance work, accurate scheduling, proper resource allocation, and efficient use of materials, equipment, and parts.

Customer & Work Order Management

* Serve as the first point of contact for tenant work orders; resolve issues or escalate appropriately.

* Dispatch, prioritize, and track work orders to meet KPI goals.

* Follow up with customers and provide regular updates on scheduled work.

* Maintain strong internal and external communication, ensuring a positive customer experience.

Planning, Scheduling & Coordination

* Plan and schedule short‑range maintenance activities and ensure all preventive and corrective work is properly assigned.

* Identify constraints, assign resources, and coordinate with building leads and foremen on contractor work.

* Support planning of MEP shutdowns and other scheduled maintenance.

Materials, Purchasing & Documentation

* Review planned orders, create requisitions, and ensure proper approval of materials, equipment, and spare parts.

* Verify materials are received before scheduling work and ensure all purchases meet equipment specifications.

* Use CMMS to maintain accurate equipment files, work order costing, and materials tracking.

* Create vendor POs through the customer AP system and ensure timely vendor payment.

Reporting, Analysis & Continuous Improvement

* Produce monthly reports and track all KPIs.

* Analyze backlog and resource availability monthly.

* Investigate maintenance issues, identify root causes, and recommend improvements.

* Review overdue work orders and escalate risks impacting equipment performance.

* Support development and refinement of standardized procedures and long‑range planning goals.

Team & Administrative Support

* Assist with onboarding new hires and drafting job descriptions.

* Ensure technicians properly submit work order documentation.

* Review maintenance logs, update rounds/tasks, and support ongoing scheduling improvements.

* Perform other duties as assigned.

REQUIREMENTS (Knowledge, Skills, Abilities, and

Education and/or Experience ):

* High school degree or an approved GED

* 1-2 years' experience as a Planner/Scheduler and/or Administrative duties in a Commercial Real Estate, University or Construction related position.

* Associates Degree in Industrial Maintenance, Engineering or related degree is preferred.

* A high proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook), with a strong emphasis on Excel.

* Must be able to take direction, work with minimal/normally no supervision, and function cooperatively as part of a team.

* Requires attention to detail, a pride in delivering excellent service, organization, and high levels of energy and endurance.

* Ability to speak, read and write English fluently.

* Effective verbal and written communication skills are necessary to provide courteous and professional customer service.

* Knowledge of licensed trades and general maintenance work tasks as well as the estimated time to complete the work.

* Experienced in purchasing parts, supplies and obtaining rental equipment to facilitate assigned work.

* Ability to understand the importance of prioritizing work requirements. Display a willingness to perform all assigned tasks within their ability.

* Familiarity with the MRI Angus work order management system.

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