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Maintenance Planner/Scheduler

Stanford University

Details

Posted: 06-Aug-23

Location: Stanford, California

Type: Full-time

Salary: Open

Internal Number: 100190

Welcome to Land, Buildings & Real Estate

Land, Buildings & Real Estate (LBRE) is the operational core of Stanford University's physical campus. LBRE constructs and maintains the Stanford campus, where advancements across the academic spectrum are made possible. Our work is founded upon the collective value of dedication, innovation, expertise, teamwork, and continuous improvement. We are committed to serving the university's academic mission, as well as preserving and enhancing Stanford's 8,180 acres, and pride ourselves on supporting the teaching and research of the university as "Caretakers of a Legacy."

Who we are:

Planning and scheduling effectively supports the operations efforts to reduce maintenance cost, improve utilization of a lean and efficient workforce and meets the customers demand in a timely manner. Maintenance Planners establish strong relationships with key functions in the organization. Maintenance Planners are the catalyst to allow technicians, contractors and supervisors to reduce risk of program failure by coordinating and directing the efforts in order to meet the program mission of the university. Relationships between employees in these roles must be nurtured in order to avoid departmental silos, communication barriers and increased down time. Developing a close relationship requires a commitment from all parties involved for long-term success. Ineffective relationships within the groups listed above can lead to a reactive, rather than a proactive, maintenance culture. We also serve as a facilities information resource to department's campus wide.

What we do:

We provide services in support of our mission including:

Avoiding production delays

Improve work force productivity and work quality

Plan and coordinate labor, parts and material, and equipment access

Reduce risk and program failures

Additional key responsibilities include:

Planning, scheduling and coordinating maintenance

Maintain records and processes

Trend and report maintenance key performance indicators (KPIs) supporting the grounds, architectural trades and Mechanical, Electrical and plumbing (MEP) groups.

Primary responsibilities include**:

Maintenance Planner (MP) will be on-site to interact with building managers, district/hub personnel, and contractors and maintain an open line of communication with each. Planners can be the eyes and ears on campus; reporting, tracking, and scheduling facilities issues as needed. The MP is the administrator of the work, as such, it is required that they will have consistent communication with the supervisor, technician, and building manager to review the status of work and ensure processes created by LBRE Operations are followed. At any point in time, MP may be called upon to provide status of work - it's the Planners' job to ensure notes are maintained, the status of work is kept up-to-date and sufficient information is provided to complete the work.

Develop and build a continuous relationship with District Management and Technicians

Meet with each District (Hub) Management Team at least once per week to review workload assignments in each District (Hub) - provide a weekly schedule which includes preventive, corrective, and project work in respective district/area.
Meet with technicians bi-weekly to ensure benches are maintained, the status of work is provided, and processes are adhered to.
Reach consensus with supervisor(s) on assignments, performance, and resourcing - therefore, can act on behalf of Supervisor(s) as needed as it relates to work order management.

Plan and Schedule PM, Corrective and Reactive workload

Provide a 1-week PM schedule for each technician - assign ~30 hours of PMs every week; adjust hours as needed, but NTE 40 hours per week
Ensure notes are updated, the operation is completed, and status is communicated to the requestor/planner by the technician
Dispatch quick response (QR) to the respective technician(s) as needed
- If QR is resolved during the initial visit and no follow-up work order is required; the technician must complete their operation and LBRE Operations will complete the work order.
- If follow-up is required, the planner will create a corrective work order, after QR has been secured/completed.
  - If material is needed; technician should submit MRF using corrective (follow-up) work order
Track MRF (material request form), based on material ETA, schedule corrective work in advance (estimated time should be deducted from PM assigned hours).
- For example: if tech is normally assigned 30 hours of PM hours per week, corrective work is estimated to take 6 hours - tech should only be assigned 24 hours of PM, allowing 6 hours for corrective work to be scheduled.

Estimate and Project Workload

Coordinate the entire Estimate/Project work order process; schedule job walks, communicate with customer(s), curate and provide estimate and follow-through to completion of work.
In conjunction with the Supervisor, monitor project spend does not exceed estimate total - if spend is projecting to exceed estimate total, get approval to continue work from customer and set an expectation of the new/updated estimate amount

Administrative and Reporting Tasks

Monitor the LBRE transmittal; follow-up on flagged items pertaining to your area(s)
Monitor the draft and awaiting work order bench; provide back-up to SS to ensure work orders are attended to within 3-business days.
Monitor and respond to e-mails in shared lbreoperations inbox
Oversee critical-1 and critical-2 alarms for all academic buildings (MEP only)
Provide ad-hoc reports as needed and participate in KPI reporting as needed

Training and Development

Offer training for InCorta, eAM (Scheduler's workbench) and the mobile app as needed
Providing supervisors with technician development feedback for 1:1's
Scheduling BGM (building, grounds maintenance) technicians into Safety training led by the Safety Office
Required Training for P&S:
- (1-2) Safety Training classes per year (i.e. Confined Space, LOTO Training, etc.)
- (1-2) Development Training Classes per year (i.e. Trade-Specific training, Facilities Management Professional, etc.)

The schedule will be Monday to Friday 7:00am - 3:30pm or 6:00am - 2:30pm; 5 days per week on-site***

Requires 24-hours response availability seven days per week for emergency situations

Additional work hours on an as-needed basis

** Other duties may also be assigned

*** Unless otherwise agreed upon with Manager/Supervisor

Bonus points if:

You are familiar with Enterprise Asset Management System (eAM)

MINIMUM REQUIREMENTS:

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, and project management software.

Certifications and Licenses:

None

PHYSICAL REQUIREMENTS*:

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 the job.

WORK STANDARDS:

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

The expected pay range for this position is $79,000 to $91,000 per annum.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.

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

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

Final offers of employment are contingent upon successful completion of national criminal background check, national sex offender registry search and, where applicable, driving record.

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About Stanford University

Why work at Stanford?Stanford University has changed the world, over and over again.We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. This passion makes Stanford an intensely creative, rewarding, and challenging place to work. At the same time, our traditions of respect and collaboration sustain a humane, supportive environment in which to pursue your life and your career.At Stanford you'll work with bright, diverse, dedicated people. You'll find encouragement to learn and grow. You'll enjoy excellent benefits and an outstanding environment. How will it change you?

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