Key Responsibilities and Required Skills for a Maintenance Planner

🎯 Role Definition

The Maintenance Planner is the strategic linchpin between the maintenance workforce and operational management. This individual is a forward-thinking coordinator who transforms reactive repair needs into proactive, well-structured work plans. Their primary objective is to minimize equipment downtime and maximize operational efficiency by ensuring that all maintenance activities are meticulously planned, scheduled, and prepared. By managing work orders, coordinating resources, and optimizing parts inventory, the Maintenance Planner directly contributes to the reliability, safety, and productivity of the entire facility. They are the architects of an effective maintenance program, ensuring that technicians have everything they need to execute their work safely and efficiently the first time.

📈 Career Progression

Typical Career Path

Entry Point From:

Senior Maintenance Technician / Lead Technician
Maintenance Coordinator or Scheduler
MRO / Parts Storeroom Coordinator

Advancement To:

Maintenance Supervisor or Manager
Reliability Engineer
Capital Project Manager

Lateral Moves:

Operations Planner / Production Scheduler
Project Coordinator
MRO / Procurement Specialist

Core Responsibilities

Primary Functions

Develops comprehensive and detailed job plans for corrective, preventative, and predictive maintenance work orders, ensuring all necessary resources, parts, tools, and safety procedures are identified.
Scopes the full extent of maintenance work needed, including labor hours, materials, and equipment, by conducting field walk-downs and collaborating with maintenance technicians and supervisors.
Creates, manages, and prioritizes a backlog of planned work within the Computerized Maintenance Management System (CMMS), ensuring readiness for scheduling.
Coordinates with the MRO storeroom and procurement teams to verify parts availability and stage materials in advance of scheduled work to prevent delays.
Generates and distributes clear and concise work order packages containing job plans, technical drawings, safety permits, and other essential documentation.
Plays a key role in planning and executing major equipment shutdowns, turnarounds, or overhauls, coordinating with production, engineering, and external contractors.
Reviews completed work orders for accuracy, capturing feedback on plan effectiveness, actual labor hours, and materials used to refine future job plans.
Establishes and maintains a comprehensive library of standard job plans for recurring maintenance tasks to improve consistency and efficiency.
Analyzes equipment history and performance data from the CMMS to identify trends and recommend improvements to preventative maintenance (PM) strategies.
Manages the creation and updating of Bills of Materials (BOMs) for critical assets within the CMMS to ensure accurate parts planning.
Collaborates closely with Maintenance Schedulers to build a weekly work schedule that balances priority tasks with available resources and production needs.
Facilitates pre-job briefings and planning meetings with maintenance crews and operations staff to ensure alignment on scope and safety protocols.
Obtains and coordinates necessary support services for maintenance work, such as scaffolding, insulation, cranes, and specialized contract labor.
Actively participates in Root Cause Analysis (RCA) investigations for equipment failures, developing corrective actions and incorporating them into future maintenance plans.
Tracks and reports on key performance indicators (KPIs) related to planning and scheduling, such as schedule compliance, backlog management, and plan accuracy.
Ensures all planned work incorporates and adheres to stringent safety and environmental regulations, including Lockout/Tagout (LOTO) procedures and permit-to-work requirements.
Provides cost estimates for planned maintenance work, including labor, materials, and contractor services, to support budgeting and cost control efforts.
Manages the lifecycle of work orders from creation to completion, ensuring proper data entry and closure within the CMMS.
Develops and maintains relationships with key vendors and suppliers to ensure timely access to technical information, parts, and services.
Assists in the continuous improvement of the work management process by identifying bottlenecks and recommending system or procedural enhancements.

Secondary Functions

Support internal and external audits by providing documentation and data related to maintenance planning, scheduling, and work execution.
Contribute to the development and delivery of training materials for maintenance technicians and apprentices on the work management process and CMMS usage.
Participate in continuous improvement projects and Lean Manufacturing initiatives aimed at optimizing maintenance practices and overall equipment effectiveness (OEE).
Assist the Reliability Engineer with data gathering and analysis for developing predictive maintenance (PdM) and condition-monitoring programs.

Required Skills & Competencies

Hard Skills (Technical)

Deep proficiency in Computerized Maintenance Management Systems (CMMS) such as SAP Plant Maintenance (PM), IBM Maximo, Oracle eAM, or Infor EAM.
Strong ability to read and interpret technical documents, including blueprints, schematics, P&IDs (Piping and Instrumentation Diagrams), and equipment manuals.
Expertise in developing detailed job plans for a variety of mechanical, electrical, and instrumentation maintenance tasks.
Solid understanding of preventative (PM) and predictive (PdM) maintenance principles and strategies.
Proficient in MRO (Maintenance, Repair, and Operations) inventory management and parts procurement processes.
Competency in using scheduling software, such as MS Project, or advanced scheduling modules within a CMMS.
Knowledge of Root Cause Analysis (RCA) and other formal problem-solving methodologies.
Strong computer literacy, particularly with the Microsoft Office Suite (Excel, Word, Outlook).
Familiarity with industrial safety standards, including Lockout/Tagout (LOTO), confined space entry, and hot work procedures.
Ability to estimate labor hours, material costs, and total job costs for maintenance work.

Soft Skills

Exceptional organizational and time-management skills, with a proven ability to manage multiple priorities and a large backlog of work.
Meticulous attention to detail and a commitment to accuracy in planning and documentation.
Strong analytical and problem-solving abilities to diagnose issues and develop effective plans.
Excellent verbal and written communication skills to effectively collaborate with technicians, supervisors, engineers, and vendors.
A proactive and forward-thinking mindset, focused on preventing failures rather than just reacting to them.
Strong interpersonal skills and the ability to build relationships and influence others without direct authority.
Adaptability and flexibility to handle unexpected changes in production schedules or emergency work.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED, supplemented by a technical/trade school certification or apprenticeship in a relevant mechanical or electrical field.

Preferred Education:

Associate's or Bachelor's degree in a relevant technical or business field.

Relevant Fields of Study:

Engineering (Mechanical, Electrical, Industrial)
Business Administration or Management
Industrial Technology

Experience Requirements

Typical Experience Range: 3-7 years of hands-on experience in an industrial maintenance environment.

Preferred: Direct experience as a Maintenance Planner, Coordinator, or a senior-level Maintenance Technician in a manufacturing, processing, or heavy industrial facility. Experience in a union environment is often considered a plus.