Maintenance Planner & Scheduler

This job is with JLL, an inclusive employer and a member of my Gwork – the largest global platform for the LGBTQ+ business community. Please do not contact the recruiter directly.

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Maintenance Planner/Scheduler - Northern California (Remote)
JLL is seeking an experienced Maintenance Planner/Scheduler to join our team!  This remote position requires residence in Northern California with occasional site visits to client facilities.

POSITION OVERVIEW:

The Maintenance Planner/Scheduler plans and schedules all non-emergency maintenance activities to optimize resource utilization and operational efficiency. Working collaboratively with vendors, client maintenance teams, and internal stakeholders, this role identifies, estimates, organizes, and schedules required resources before work execution begins.
This position serves as a critical liaison between JLL account teams, client representatives, and vendor partners, ensuring maintenance coordination supports organizational goals. The planner/scheduler maintains the Computerized Maintenance Management System (CMMS), managing work orders, asset records, and reporting to ensure accurate business data supports informed decision-making.
This role requires independent judgment and creative problem-solving to address complex scheduling challenges. The position operates with considerable autonomy in determining approaches and making decisions within established guidelines.

KEY RESPONSIBILITIES:

Planning
Reviews and prioritizes maintenance work requests based on urgency, impact, and available resources
Communicates with work order requesters to clarify scope, requirements, and expectations
Conducts site visits (physically and remotely) to verify equipment location, assess work scope, and understand site constraints
Determines operational safety requirements and coordinates necessary permits or access protocols
Develops detailed work plans including labor estimates, material requirements, vendor specifications, and timeline projections
Ensures all work plans include necessary instructions for site access, working hours, escort requirements, regulatory compliance, and safety protocols
Identifies and develops standard work routines and task lists for recurring maintenance activities
Reviews completed work feedback to continuously improve planning processes and accuracy
Scheduling
Creates and maintains comprehensive work order schedules in the CMMS
Coordinates and facilitates scheduling meetings between account teams, clients, and vendors to align on planned maintenance activities
Assigns work to appropriate vendor partners based on expertise, availability, and contractual agreements
Manages work schedules to maximize resource efficiency, minimize operational disruption, and ensure timely completion
Collaborates with client representatives to schedule work within approved downtime windows and operational constraints
Creates and publishes weekly and monthly work schedules, distributing to stakeholders including vendors, client teams, and JLL account managers
Communicates work packages and schedule changes promptly to all affected parties
Tracks and coordinates delivery of equipment, parts, and materials needed to support scheduled work
CMMS and Workflow Management
Maintains complete and accurate records within the CMMS including work order details, specifications, completion data, and equipment history
Performs routine and ad-hoc reporting to track work execution, completion rates, schedule adherence, and maintenance trends
Develops and maintains Key Performance Indicators (KPIs) to measure maintenance program effectiveness
Analyzes…