Key Responsibilities and Required Skills for Maintenance Scheduler

🎯 Role Definition

Are you a master of organization with a knack for industrial operations? This role requires a highly organized and strategic Maintenance Scheduler to join our dynamic team. In this pivotal role, you will be the architect of our maintenance workflow, responsible for the efficient planning, scheduling, and coordination of all maintenance activities. You will translate maintenance needs into actionable work plans, ensuring that our technicians have the necessary parts, resources, and information to execute their tasks safely and effectively. Your primary objective is to minimize equipment downtime, optimize resource allocation, and enhance the overall reliability of our facility's assets through meticulous planning and proactive communication between the maintenance, operations, and engineering departments.

📈 Career Progression

Typical Career Path

Entry Point From:

Maintenance Technician / Lead Technician
Maintenance Coordinator or Planner
Production Planner / Scheduler

Advancement To:

Maintenance Supervisor / Manager
Reliability Engineer
Senior Planner / Capital Projects Planner

Lateral Moves:

Project Coordinator
MRO / Parts Buyer
Operations Supervisor

Core Responsibilities

Primary Functions

Develop and meticulously maintain comprehensive daily, weekly, and long-range maintenance schedules, ensuring optimal alignment with production targets and operational availability.
Utilize the Computerized Maintenance Management System (CMMS), such as SAP PM or Maximo, to create, manage, and track all work orders from initiation to completion.
Collaborate closely with Production Supervisors and Operations Managers to negotiate equipment access windows and coordinate maintenance activities with minimal disruption to operational output.
Plan and sequence all activities for planned maintenance shutdowns, including resource estimation, parts procurement verification, and contractor coordination.
Conduct detailed job plan reviews, estimating required labor hours, materials, tools, and equipment for all planned maintenance work.
Act as the primary gatekeeper for incoming work requests, verifying completeness, clarity, and priority before converting them into planned work orders.
Manage the work order backlog effectively, ensuring that it is regularly reviewed, prioritized, and scheduled in a timely manner.
Proactively source and verify the availability of necessary MRO (Maintenance, Repair, and Operations) parts and materials prior to scheduling work, creating purchase requisitions as needed.
Develop and distribute daily and weekly work schedules to maintenance supervisors and technicians, clearly communicating expectations and priorities.
Facilitate regular planning and scheduling meetings with maintenance and operations stakeholders to review upcoming work and address any potential conflicts.
Monitor the execution of the maintenance schedule, identify variances, and work with supervisors to implement corrective actions to get back on track.
Generate and analyze key performance indicators (KPIs) related to maintenance performance, such as Schedule Compliance, PM Compliance, and Work Order Aging.
Maintain and update critical equipment data, bill of materials (BOMs), and preventive maintenance (PM) task lists within the CMMS.
Walk down jobs in the field to identify the full scope of work, including safety requirements, necessary permits (e.g., LOTO, confined space), and potential hazards.
Build and maintain standard job plans for repetitive tasks to improve planning efficiency and ensure consistent work quality.
Coordinate with outside contractors and service providers for specialized maintenance work, ensuring they adhere to site safety policies and work specifications.
Champion the continuous improvement of the work management process, from work identification and planning to scheduling and execution.
Ensure that all planned work packages include detailed procedures, safety checklists, required permits, and technical documentation for safe and efficient execution.
Review completed work orders for accuracy, capturing actual labor hours, parts used, and failure codes to improve future planning and reliability analysis.
Serve as the CMMS subject matter expert, providing support and informal training to technicians and supervisors on its proper use for work order management.

Secondary Functions

Assist the Maintenance Manager in the development and tracking of the annual maintenance budget.
Participate actively in Root Cause Analysis (RCA) sessions for significant equipment failures to help develop corrective action plans.
Support the engineering team with planning and scheduling activities for small-scale capital improvement projects.
Maintain a library of technical documentation, including equipment manuals, schematics, and standard operating procedures (SOPs).

Required Skills & Competencies

Hard Skills (Technical)

CMMS/EAM Proficiency: Expert-level knowledge of at least one major CMMS platform (e.g., SAP Plant Maintenance, IBM Maximo, Oracle eAM, Infor EAM).
Maintenance Planning & Scheduling: Deep understanding of best practices for maintenance planning, scheduling, and work-flow management.
Resource Allocation: Proven ability to estimate labor hours, level resources, and manage technician schedules effectively.
MRO Inventory Management: Familiarity with MRO parts management, storeroom logic, and the procurement process.
Microsoft Office Suite: Advanced proficiency in MS Excel for data analysis and reporting, and familiarity with MS Project for shutdown planning.
Technical Document Interpretation: Ability to read and interpret technical manuals, mechanical/electrical drawings, and P&IDs.
Preventive/Predictive Maintenance (PM/PdM): Strong knowledge of various PM and PdM strategies and their application.
Work Order Management: Mastery of the entire work order life cycle, from creation and planning to scheduling and closure.
-KPI Reporting & Analysis: Experience in tracking and reporting on key maintenance metrics like schedule compliance, backlog, and wrench time.
Safety Regulations: Strong working knowledge of industrial safety procedures, including Lock-Out/Tag-Out (LOTO), confined space entry, and hot work permits.

Soft Skills

Exceptional Communication: Excellent verbal and written communication skills to effectively coordinate between diverse teams.
Superior Organization: Meticulous attention to detail and the ability to manage multiple competing priorities without losing track.
Problem-Solving: Strong analytical and critical thinking skills to resolve scheduling conflicts and operational challenges.
Collaboration & Influence: Ability to build strong relationships and influence stakeholders in operations, engineering, and maintenance without direct authority.
Time Management: Outstanding ability to prioritize tasks and manage time effectively in a fast-paced environment.
Adaptability: Flexibility to adjust schedules and plans in response to emergent work and changing production demands.
Proactive Mindset: A forward-thinking approach, anticipating future needs and potential issues before they arise.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED; an Associate's degree in a technical field or a technical certification (e.g., CMRP) is a strong plus.

Preferred Education:

Bachelor's Degree.

Relevant Fields of Study:

Industrial, Mechanical, or Electrical Engineering
Business Administration
Supply Chain Management
Facilities Management

Experience Requirements

Typical Experience Range:

3-7 years of experience in maintenance planning, scheduling, or a related role within an industrial, manufacturing, or heavy equipment environment.

Preferred:

Hands-on experience as a maintenance technician prior to moving into a planning/scheduling role.
Certified Maintenance & Reliability Professional (CMRP) or similar certification is highly desirable.
Proven experience planning and executing large-scale maintenance shutdowns or turnarounds.