Maintenance Planner

Aston Carter•Indianapolis, IN

11d•$35 - $40•Onsite

About The Position

The Administrative & Contractor Coordination Specialist / Maintenance Planner supports day-to-day operations by coordinating maintenance activities, managing contractors, and overseeing administrative workflows related to facilities and procurement. The role requires strong organizational skills, the ability to work within multiple software systems such as CMMS and invoicing platforms, and clear communication with internal teams, vendors, and contractors to ensure maintenance tasks and related documentation are completed accurately and on time.

Requirements

Hands-on experience using a Computerized Maintenance Management System (CMMS), particularly SAP, to manage work orders, assets, and preventive maintenance schedules.
Demonstrated maintenance planning experience, with a focus on facilities coordination and scheduling of preventive and corrective maintenance tasks.
Proven experience processing invoices and creating purchase orders, including working within invoicing or ERP systems.
Experience coordinating and managing contractors via email and phone, including scheduling, task assignment, and follow-up.
Experience with documentation management, data entry, and office coordination.
Ability to navigate and work comfortably across multiple software systems and digital tools.
Excellent organizational skills with the ability to manage multiple tasks and priorities simultaneously.
Clear and professional written and verbal communication skills for interaction with internal teams, contractors, and vendors.
Attention to detail and accuracy when handling financial entries, maintenance records, and procurement documentation.

Nice To Haves

Experience with SAP-based maintenance planning and facility coordination.
Familiarity with preventive maintenance strategies and scheduling best practices.
Comfort working in an operations or facilities environment with frequent interaction with technical and non-technical stakeholders.
Ability to interpret maintenance-related information and translate it into clear work orders and contractor instructions.
Strong problem-solving skills to address issues related to invoicing, scheduling, and contractor performance.
Adaptability to changing priorities and the ability to remain organized in a fast-paced environment.

Responsibilities

Provide comprehensive administrative support to the operations or facilities team, including documentation management, scheduling, data entry, and general office coordination.
Process, track, and reconcile invoices using the company’s invoicing software, ensuring accuracy of financial entries and adherence to established approval workflows.
Assist in resolving invoice discrepancies by coordinating with internal stakeholders and external vendors.
Operate and navigate the company’s Computerized Maintenance Management System (CMMS), particularly SAP, to create, update, and monitor work orders, asset records, and preventive maintenance schedules.
Plan and manage maintenance planning activities, ensuring preventive and corrective maintenance tasks are scheduled and executed efficiently.
Coordinate contractor tasks by planning, prioritizing, and tracking multiple maintenance, repair, and service requests simultaneously.
Assign and monitor contractor work orders within the CMMS to ensure timely completion and proper documentation of all activities.
Facilitate procurement processes by issuing and processing purchase requisitions, obtaining vendor quotes, and creating purchase orders in line with company policies.
Maintain accurate and complete procurement records, ensuring all supporting documentation is properly filed and accessible.
Serve as a liaison between internal departments, contractors, and vendors to clarify expectations, provide timely updates, and support smooth workflow execution.
Communicate with contractors via email and phone to confirm schedules, share work details, and follow up on outstanding tasks or issues.
Support schedule planning for maintenance activities to minimize operational disruption and optimize resource utilization.
Contribute to continuous improvement of maintenance and administrative processes by identifying inefficiencies and suggesting practical solutions.