Planner / Scheduler Supervisor

Harvard University • Cambridge, MA

9d • Onsite

About The Position

The Facilities Maintenance and Operations Planner/Scheduler provides analytical, business modeling, business process, and project management support across Facilities Maintenance Operations (FMO). The role develops an understanding of FMO business areas and workflows and translates operational data into insights and opportunities for process and service improvement. It is responsible for computerized maintenance management system (CMMS) activities, including work order management, asset management, and reporting.

The position maintains asset and preventive maintenance data in Maximo for Harvard Medical School (HMS) assets, in accordance with established data standards, and manages preventive maintenance programs according to customer agreements. It also coordinates work order scheduling, utility shutdown requests, and related operational activities with maintenance, construction, event, and facilities teams. The position is designated as Critical Operations Personnel and must provide on-site support during emergency situations as determined by management.

This is a 40-hour-per-week, fully on-site position. Duties must be performed at a Harvard or Harvard-designated location.

Requirements

• 5–7 years of related work experience in the maintenance field.
• Valid Massachusetts state trade license (listed as a basic qualification; also listed as preferred elsewhere in the posting).
• Bachelor’s degree in a technical discipline or equivalent experience; 10 years of related technical or vocational training/experience may be considered in the absence of a degree.
• Knowledge of and training on computerized maintenance management systems (CMMS).
• Five years of experience developing preventive and predictive maintenance programs.
• Valid state driver’s license.
• Strong understanding of planning and scheduling techniques.
• Skill in organizing resources and establishing priorities.
• Strong attention to detail and excellent time management.
• Program controls or scheduling experience in facilities maintenance.
• Strong written and verbal interpersonal and communication skills.
• Advanced Microsoft Excel skills, including extensive experience designing PivotTable reports.
• Demonstrated proficiency with desktop and smartphone technology platforms and applications, including Microsoft Office word processing, spreadsheet, and database applications.
• Ability to meet the physical requirements described in the posting, including walking stairs and campus areas, standing for extended periods, and lifting more than 50 pounds.
• Ability to provide on-site support during emergency situations as determined by management.

Nice To Haves

• Familiarity with equipment diagnostics, bar-coding, and related technologies.
• Valid Massachusetts state trade license (also listed as a basic qualification).

Responsibilities

• Maintain and manage Asset and Preventive Maintenance data in Maximo for HMS assets in accordance with established data standards and structures.
• Create new assets, update existing assets, and decommission assets removed from service.
• Configure and maintain Maximo preventive maintenance programs in accordance with customer agreements.
• Design Microsoft Excel reports covering asset, preventive maintenance program, and related work order information for HMS, FMO Building Maintenance Services supervisors, and managers.
• Work with the Associate Director and Maintenance Supervisors to schedule and coordinate daily work orders efficiently.
• Maintain the CS Maximo work management system, including asset management, preventive maintenance, and procurement.
• Receive and review utility shutdown requests from the construction team, including requests involving plumbing, electrical, mechanical, fire panel/smoke detection, and sprinkler/fire suppression systems.
• Assign staff to walk down proposed work areas and complete investigation forms.
• Review and submit walkdown investigation forms to FOM, the HMS scheduler, and the construction team.
• Coordinate staff to perform approved shutdowns on the date and time set by FOM.
• Review open work order cabinets and follow up on past-due work orders.
• Coordinate facilities assistance with event staff.
• Maintain a shared out-of-office calendar with the HMS Facilities Call Center.
• Create billable projects for preventive maintenance and corrective maintenance work orders.
• Improve FMO service quality by leveraging new technologies and creating or revising procedures and processes.
• Provide on-site support during emergency situations as determined by management.
• Frequently walk stairs and between campus buildings and areas, remain on feet for extended periods, push, pull, bend, stoop, and kneel, and lift more than 50 pounds and assist others in doing so.

Benefits

• Generous paid time off, including parental leave.
• Medical, dental, and vision health insurance coverage starting on day one.
• Retirement plans with university contributions.
• Wellbeing and mental health resources.
• Support for families and caregivers.
• Professional development opportunities, including tuition assistance and reimbursement.
• Commuter benefits, discounts, and campus perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level