Maintenance Planner & Scheduler

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Maintenance Planner/Scheduler - Northern California (Remote)

JLL is seeking an experienced Maintenance Planner/Scheduler to join our team! This remote position requires residence in Northern California with occasional site visits to client facilities.

POSITION OVERVIEW:

The Maintenance Planner/Scheduler plans and schedules all non-emergency maintenance activities to optimize resource utilization and operational efficiency. Working collaboratively with vendors, client maintenance teams, and internal stakeholders, this role identifies, estimates, organizes, and schedules required resources before work execution begins.

This position serves as a critical liaison between JLL account teams, client representatives, and vendor partners, ensuring maintenance coordination supports organizational goals. The planner/scheduler maintains the Computerized Maintenance Management System (CMMS), managing work orders, asset records, and reporting to ensure accurate business data supports informed decision-making.

This role requires independent judgment and creative problem-solving to address complex scheduling challenges. The position operates with considerable autonomy in determining approaches and making decisions within established guidelines.

KEY RESPONSIBILITIES:

Planning

* Reviews and prioritizes maintenance work requests based on urgency, impact, and available resources

* Communicates with work order requesters to clarify scope, requirements, and expectations

* Conducts site visits (physically and remotely) to verify equipment location, assess work scope, and understand site constraints

* Determines operational safety requirements and coordinates necessary permits or access protocols

* Develops detailed work plans including labor estimates, material requirements, vendor specifications, and timeline projections

* Ensures all work plans include necessary instructions for site access, working hours, escort requirements, regulatory compliance, and safety protocols

* Identifies and develops standard work routines and task lists for recurring maintenance activities

* Reviews completed work feedback to continuously improve planning processes and accuracy

Scheduling

* Creates and maintains comprehensive work order schedules in the CMMS

* Coordinates and facilitates scheduling meetings between account teams, clients, and vendors to align on planned maintenance activities

* Assigns work to appropriate vendor partners based on expertise, availability, and contractual agreements

* Manages work schedules to maximize resource efficiency, minimize operational disruption, and ensure timely completion

* Collaborates with client representatives to schedule work within approved downtime windows and operational constraints

* Creates and publishes weekly and monthly work schedules, distributing to stakeholders including vendors, client teams, and JLL account managers

* Communicates work packages and schedule changes promptly to all affected parties

* Tracks and coordinates delivery of equipment, parts, and materials needed to support scheduled work

CMMS and Workflow Management

* Maintains complete and accurate records within the CMMS including work order details, specifications, completion data, and equipment history

* Performs routine and ad-hoc reporting to track work execution, completion rates, schedule adherence, and maintenance trends

* Develops and maintains Key Performance Indicators (KPIs) to measure maintenance program effectiveness

* Analyzes equipment history and maintenance patterns to identify trends and recommend preventive measures

* Ensures documentation supports compliance requirements and client reporting obligations

* Collaborates with account teams and reliability engineers to optimize maintenance strategies

Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

* 5+ years of experience in facilities maintenance planning and scheduling

* Demonstrated experience planning and coordinating work with vendors and maintenance contractors

* Working knowledge of commercial real estate building systems including HVAC, electrical, plumbing, life safety, and building controls

* Advanced proficiency in Microsoft Excel; working knowledge of Outlook and Share Point

* Strong organizational, analytical, and prioritization skills with ability to manage competing demands

* Excellent verbal and written communication skills with ability to interact professionally with clients, vendors, and internal teams

* Client…