Job Details

Maintenance Scheduler

This position will report to the Maintenance Manager/Sr. Asset Manager and is responsible for building the weekly maintenance work schedule and act as a liaison between the maintenance and operations departments. The Maintenance Scheduler must have an extensive understanding of the work management system, the technological and organizational aptitude to plan and manipulate the CMMS software to create the most effective schedule. The Maintenance Scheduler must be able to handle multiple tasks at one time and deliver excellent communication skills and customer service to all stakeholders.

Compensation Range: $24.50/hour - $34.00/hour

Specific Responsibilities:

• Performs work order scheduling for "next schedule week" or for further scheduling dates.
• Coordinates equipment down time events for maintenance work, including shut down work.
• Works with planners to schedule contractor work and availability.
• Finds work orders in the system to group maintenance work opportunities to optimize work done on equipment during down time events.
• Maintains weekly resource calendar that identifies maintenance team availability and is broken down by craft type.
• Maintains the backlog; weekly report with backlog people-hours and uncompleted work that was scheduled or has a due date that has passed.
• Runs KPI reports for accountability for weekly schedule compliance, work order aging, backlog, and forward log reports.
• Logs DEI information in eAM and updates meter readings as needed.
• Provides weekly maintenance schedule and work orders to supervisors.
• Follows up on completed work orders to verify proper closure.
• Assists supervisors in work order closure as a backup.
• Backfill in role of Maintenance Planner as needed.

Essential Functions:

Weekly Scheduling Tasks

Scheduling

• The Maintenance Scheduler maintains a list of all open work orders (ready to schedule). This list is reviewed and updated as required based on discussions with key stakeholders during the prioritization and scheduling meeting.
• Participates in the Planning Prioritization Meeting.
• Review the work order priority and completion date requests to assure they are scheduled appropriately. With coordination with the Maintenance and Operations Supervisors and Managers negotiates alternative solution or temporary fix if the priority and completion date is unattainable within current conditions.
• Create a work schedule for all maintenance work for the next scheduled week. The proposed work schedule contains the carryover jobs, high priority jobs, and additional jobs (including Preventive Maintenance work) that could be scheduled for the next work week.
• Schedule jobs by:
  • Preparing a resource loading and availability schedule of the maintenance team, defined as total number of available work hours of each type of craft discipline to schedule for each day for the week being scheduled. Example: 4 Mechanic II and 2 Electricians II, each with 6 hrs. per day availability, Monday Friday.
  • The Maintenance Scheduler verifies with the Maintenance Planner the status of "ready to schedule" work to make sure all materials and equipment has been verified onsite and ready by the Planner.
  • Seeking assistance from the area Operations Supervisors and Managers for equipment availability for scheduling equipment down time for maintenance work.
  • Selecting appropriate Craft from availability schedule for each work order as requested in the planned work.
  • The Maintenance Scheduler prepares the finalized weekly work schedule (WK+1) based on:
    • Criticality of the work
    • The carryover jobs.
    • The jobs specified in the prioritization meeting.
    • Preventive Maintenance work that is ready and agreed to at the prioritization meeting.
  • Verify draft schedule and receives approval from both Operations and Maintenance Team members on the jobs to be scheduled the next work week.
  • Distributes next week's work schedule to key stakeholders and when necessary, prints work orders for the Maintenance Execution team.

Scheduling follow up work:

• Meets informally with The Maintenance Supervisors as needed to adequately:
  • discuss jobs on the current day's work schedule; the ones that will be completed, the ones to carryover, and the problems associated with currently scheduled jobs. When needed, the Maintenance Supervisor will then change the status of work order, enter all necessary coding, and assign tasks if required.
  • inform the Maintenance Supervisors of any known high priority jobs coming up in the future weeks they are scheduling to inform them of possible times there may need to be no team vacations approve due to work schedule.
  • take part in any daily status meeting conducted by the Maintenance department as requested by the maintenance execution team. The Maintenance Supervisor indicates the progress of jobs for the previous 24 hours and if they will need to be rescheduled for a future date.
  • At the beginning of each week uses eAM system to verify work orders scheduled for the previous week have been properly coded as completed, canceled, set to reschedule, etc.

Environmental and Health & Safety

• Provides recommendations for improving environmental controls systems to ensure compliance with all applicable regulatory requirements, increase system efficiency, and reduce capital and operating costs.
• Ensures adherence to all company and divisional health, safety, and environmental standards.
• Provides a safe environment for employees, customers, and visitors.

Operational Performance & Best Management Practices

• The success of the Maintenance Scheduler will be reflected in the following:
  • The absence of a growing backlog and jobs stuck in the backlog for longer than necessary.
  • The decrease of work orders past the set target on the work order aging report.
  • The proper flow of "ready to schedule" work orders through the scheduling process.
  • PM work that is loaded in the eAM system meets the primary call compliance.
  • That jobs occur as scheduled and all stakeholders of the equipment being worked on feel well informed and part of the decision during the prioritization.
  • Work is scheduled according to criticality and priority and to the needs of the business.
  • Scheduling of work to be done when equipment is down or with minimal impact to the business.
  • Equipment down time and Maintenance Craft scheduling is maximized with opportunity work.
  • The accuracy of work schedule matched to the resource available.
  • Active and continuous liaison between the Operations and the Maintenance Execution Teams during the scheduling process.

Specific Other Responsibilities (regional, local, compliance, etc.):

• Run and report on KPI reports for schedule compliance, current backlog, work order aging report, and forward log.
• Support area Maintenance Planner with planning functions, including budgeting, and forecasting as needed or to backfill role during vacation, sick or absent times.
• Log DEI information in eAM and update equipment meter readings as needed.

Interpersonal Contacts:

• Maintenance Supervisor/Lead Person: Advise, consultation on job scheduling, and review of equipment availability for maintenance work; prioritization of "ready to schedule" work requests in the forward log and backlog; weekly work schedules of crew members for availability and resource loading; and work requests; work needs requirements including isolations and areas and equipment pre-cleaning or decontamination needed ahead of work.
• Operations Supervisor/Lead Person: Advise, consultation on job scheduling, and review of equipment availability for maintenance work; prioritization of "ready to schedule" work requests in the forward log and backlog(s); Weekly Work Schedules of crew members for availability and resource loading; and work requests; work needs requirements including isolations and areas and equipment pre-cleaning or decontamination needed ahead of work.
• Maintenance and Operations Managers: Advise, consultation on job scheduling, and review of equipment availability for maintenance work; prioritization of "ready to schedule" work requests in the forward log and backlog
• Warehouse Team Member: Coordination on material/parts availability, and delivery to job site as needed.
• Logistics Advisor: Material, parts, or equipment delivery from outside purchases.