Maintenance Planner

Job description

Maintenance Planner

Stanford University

Job Number:

Stanford University, located between San Francisco and San Jose in the heart of Silicon Valley, is one of the world's leading teaching and research universities. Since opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for success.

Supporting this mission is a staff of more than 11,000 that is rooted in a culture of excellence, innovation, collaboration and life-long learning. To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends, and benefits that increase financial stability and promote healthy, fulfilling lives. An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Stanford University, Department of Land, Buildings & Real Estate (LBRE) is committed to the preservation and enhancement of Stanford's campus and adjoining lands and constructs and maintains the facilities in which advancements across the academic spectrum are made possible. LBRE takes pride in the care and stewardship of the 8,100 acres that make Stanford the special place that it is.

LBRE is seeking qualified applicants for the Maintenance Planner position. This is a full-time continuing position.

The Maintenance Planner (MP) is responsible for long and short term planning of all work orders and projects. This position is also responsible for the full scope of work order management including monitoring, tracking, completing, updating, and analyzing work orders. The MP develops preventative maintenance schedules and implements the schedules by assigning them to technicians. In addition, the MP facilitates project scope and expectations between multi shops and customers. The MP works collaboratively with supervisors, leads, and Maintenance Scheduler to ensure all preventative and reactive work orders are completed timely and meets high work standards.

Maximize maintenance crew productivity across shifts and work groups through effective, customer-oriented scheduling while controlling the backlog of emergency, routine, renewal, and preventive maintenance work orders.


  • Plan, organize and schedule workflow including corrective, preventive, and predictive maintenance work, project support and normal operations tasks to meet priority demands, and long and short-term projects; compile daily, weekly, and multi-week schedules for facilities operations and maintenance work.
  • Balance preventive maintenance work schedules while providing timely customer service on reactive work orders.
  • Follow-up, problem-solve, trouble-shoot processes, communicating scheduling information and status of maintenance work issues with customers and staff; perform follow-up response to after-hours, holiday, and weekend calls.
  • Determine work plans based upon site-wide field trips, priority, available work force, and other criteria, review plans and schedules with associated management.
  • Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs and minimize work order backlog.
  • Enter, manipulate, analyze and extract data using a computer maintenance program; design and prepare reports.
  • Identify opportunities to improve processes, planning or performance through analysis of work order flow, project demands and expectations; review utilization and cost data to recommend corrective actions for cost reductions.
  • Assist in establishing time standards for work performed, as needed.
  • Coordinate parts and material acquisitions for planned work; as needed. Communicate with vendors concerning parts needs, status, tracking and follow-up.

    * - Other duties may also be assigned
    Education & Experience:

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

    Knowledge, Skills and Abilities:

  • Analytical ability and skills to operate a computerized maintenance program and produce reports.
  • Demonstrated ability to manage short deadlines, changing priorities; and to follow a disciplined work process.
  • Knowledge of facility maintenance procedures and systems; understanding of preventive maintenance.
  • Ability to quickly learn 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.
  • Working knowledge of applications such as Excel, Word, PowerPoint, Project.

    Preferred Knowledge, Skills and Abilities:

  • Subject matter expert on CMMS (Computerized Maintenance Management Systems)
  • At least five years of experience in maintenance planning and working with different trades: mechanical, electrical, plumbing, HVAC, carpentry, etc.
  • Demonstrated ability to effectively plan and manage all phases of a maintenance plan while exercising proper leadership, decisiveness and the ability to adapt quickly under changing elements.
  • Ability to give and receive feedback
  • Must be able to communicate effectively with co-workers, leads, supervisors, contractors and customers
  • Good analytical problem solving skills
  • Demonstrated project management ability to employ integration, scope time management, cost, quality, human resources, communications, risk, and procurement components.

    Certifications and Licenses:



  • Frequently stand/walk, seated, performs desk-based computer tasks.
  • Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
  • Rarely; kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
  • Ability to obtain and maintain a California Non-commercial Class license.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job.


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


  • Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
  • Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
  • Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide,
  • Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

    Job: Facilities

    Location: Land, Buildings and Real Estate
    Schedule: Full-time
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link:

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.





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    Job No:
    Posted: 3/1/2018
    Application Due: 4/9/2018
    Work Type: