Maintenance Planner

Position Summary

The Maintenance Planner is responsible for planning, scheduling, and coordinating maintenance work to ensure safe, efficient, and reliable operations. This role works closely with maintenance technicians, supervisors, and operations teams using the CMMS system (MaintainX) to manage work orders, optimize labor resources, and maintain accurate maintenance records. The Maintenance Planner also oversees inventory management, including organization, stocking, and ordering of spare parts to support maintenance activities.

Key Responsibilities

Work Order Planning & Scheduling

• Create, prioritize, and schedule maintenance work orders in MaintainX.
• Plan daily, weekly, and long-term maintenance activities to maximize equipment uptime.
• Assign work orders to appropriate technicians based on skill set, availability, and urgency.
• Ensure work orders include clear scope, labor estimates, materials, and safety requirements.
• Coordinate with operations to minimize downtime and production impact.

CMMS (MaintainX) Management

• Maintain accurate and up-to-date work order records in MaintainX.
• Review completed work orders for quality, completeness, and proper documentation.
• Develop and maintain preventive maintenance (PM) schedules and task lists.
• Generate reports and metrics related to maintenance performance, backlog, and compliance.

Inventory & Parts Management

• Organize and maintain the maintenance storeroom for efficiency and accuracy.
• Manage spare parts inventory levels to ensure availability while minimizing excess stock.
• Create and maintain part numbers, descriptions, and locations within MaintainX.
• Order parts, supplies, and materials as needed, coordinating with vendors and purchasing.
• Track usage, lead times, and costs to support forecasting and budgeting.

Coordination & Communication

• Serve as the primary point of contact between maintenance, operations, and vendors for planned work.
• Communicate schedules, material availability, and changes to stakeholders.
• Support maintenance supervisor with planning insights and continuous improvement initiatives.

Skills & Competencies

• Attention to detail and strong follow-through
• Clear written and verbal communication
• Ability to prioritize and manage multiple tasks
• Problem-solving and continuous improvement mindset
• Team-oriented with the ability to work cross-functionally

Working Conditions

• Primarily office-based with regular time spent in maintenance and production areas.
• May require occasional after-hours coordination for critical or emergency work.

  Qualifications

Required

• Experience in maintenance planning, scheduling, or maintenance coordination.
• Hands-on experience using a CMMS; MaintainX experience strongly preferred.
• Knowledge of maintenance inventory and spare parts management.
• Strong organizational and time-management skills.
• Ability to read and understand maintenance work scopes, manuals, and equipment documentation.
• Proficiency with computers and basic office software.

Preferred

• Background in industrial, manufacturing, facilities, or mechanical maintenance environments.
• Understanding of preventive and predictive maintenance practices.
• Experience working with vendors and procurement processes.
• Familiarity with maintenance KPIs and reporting