CMMS Work Planner

US Waffle Company, Inc.; Liberty (SC); On-site; USD 60,000 - 80,000; Full time

Job summary

US Waffle Company, Inc. seeks a CMMS Work Planner to organize maintenance work, ensure safe workflows, and keep parts, tools, and information ready for execution.

You will collaborate with Maintenance Leads, technicians, and operations to maintain a backlog, develop preventive maintenance models, and keep asset documentation current in Ultimo.

Qualifications

• High school diploma or equivalent with technical training or practical maintenance experience.
• At least 3 years in maintenance planning or technical operations in manufacturing.
• Hands-on CMMS experience to create and maintain work orders, PM models, and asset records.
• Working knowledge of industrial equipment, workflows, spare parts, and prep.
• Strong Excel, data entry and organized electronic record keeping.
• Clear communication and ability to coordinate priorities safely.

Responsibilities

• Review requests and define job scope, tasks, estimated labor, required skills, parts, tools, drawings, and service support before scheduling.
• Prepare job plans identifying equipment access, isolation, permits, sanitation, and downtime; confirm requirements with teams.
• Coordinate with Warehouse Coordinator to reserve and stage parts and consumables in labeled kits.
• Build proposed weekly schedules and maintenance packages for approval with leads and operations.
• Coordinate with Production Planner to align maintenance with production windows and minimize downtime.
• Confirm readiness, contractor availability, and material delivery dates; update plans as priorities change.
• Review Ultimo backlog for aging work, missing info, duplicates, and overdue PMs; elevate urgent issues.
• Audit work orders for assets, scope, labor, parts, and documentation; follow up to close gaps.
• Attach service records to assets and work orders; ensure retrievability and compliance.
• Provide regular reporting on backlog, readiness, PM compliance, and calibration due dates.

Skills

CMMS knowledge

Maintenance planning

Excel

Data entry

Communication

Organization

Education

High school diploma or equivalent

Technical training or practical maintenance experience

Tools

Ultimo CMMS

Job description

POSITION TITLE: CMMS Work Planner

POSITION STATUS: Full-Time, Permanent

LOCATION: Liberty, SC

DEPARTMENT: Maintenance

REPORT TO: Maintenance Manager

EFFECTIVE DATE: OCT 2026

Position Profile

The CMMS Work Planner reports to the Maintenance Manager and prepares maintenance work so it can be completed safely, efficiently, and with the required parts, tools, and information available. The role supports equipment reliability and production readiness through disciplined work planning, kit preparation, work order review, and accurate maintenance records in Ultimo.

Working with Maintenance Leads, technicians, the Warehouse Coordinator, Operations, Quality, and the CMMS Key User, the planner maintains a ready-to-execute backlog, develops preventive maintenance models, and keeps asset and service documentation current.

Regular working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional weekend work or attendance during major maintenance outages may be required.

Responsibilities

Work Planning and Kit Preparation

• Review work requests and define the job scope, tasks, estimated labor, required skills, parts, tools, drawings, and service support before scheduling.
• Prepare job plans that identify equipment access, isolation and permit requirements, sanitation needs, and production downtime; confirm requirements with the responsible teams.
• Coordinate with the Warehouse Coordinator to reserve and stage parts and consumables in labeled kits linked to the work order; verify completeness and flag shortages.
• Build proposed weekly schedules and maintenance pit stop or shutdown work packages with Maintenance Leads and Operations for Maintenance Manager approval.
• Coordinate with the Production Planner to align maintenance schedules with production requirements, identify available maintenance windows, and minimize production downtime.
• Confirm job readiness, contractor availability, and material delivery dates; communicate constraints and update plans when priorities or equipment availability change.

Work Order Backlog and Quality Review

• Review the Ultimo backlog routinely for aging work, missing information, duplicates, overdue preventive maintenance, and jobs awaiting parts or approval.
• Propose priorities based on safety, food safety, asset criticality, and production impact; elevate urgent issues and obtain Maintenance Manager direction.
• Audit work orders for correct assets, scope, status, labor, parts usage, failure details, and supporting documentation; follow up with users to correct gaps.
• Review finished work orders before closure, confirm completion records and follow-up actions, and submit them for Maintenance Manager review and approval. Close orders only under the approved workflow and delegated authority.
• Perform targeted work order audits based on managers’ feedback; track corrections, recurring documentation issues, and resulting improvements.

Preventive Maintenance Models

• Create, maintain, and update preventive maintenance models and job templates in Ultimo, including task steps, frequencies or meter triggers, estimated time, parts, and acceptance criteria.
• Use OEM guidance, equipment history, technician feedback, and Quality requirements to recommend PM changes for Maintenance Manager approval.
• Ensure approved PM models are linked to the correct assets and generate work orders as intended; monitor overdue tasks and elevate scheduling risks.
• Update PM instructions after equipment modifications, recurring failures, or completed work; coordinate changes with the CMMS Key User to follow established standards.

Line Walks and Work Identification

• Walk production lines and utility areas regularly with Operations and Maintenance to identify deterioration, leaks, damage, access issues, and maintenance needs.
• Create clear work requests or work orders in Ultimo with the correct asset, location, observations, photographs, and proposed corrective action.
• Immediately report observed safety or food safety risks to the responsible manager and follow site escalation procedures.

Asset Information and Maintenance Records

• Create, update, and maintain asset records and hierarchy in Ultimo within assigned permissions, including equipment identification, location, manufacturer, model, serial number, and technical information.
• Keep asset labels, spare parts lists, manuals, drawings, and maintenance records aligned with installed equipment; coordinate additions, transfers, modifications, and retirements with the CMMS Key User.
• Attach service reports, inspection results, calibration certificates, and related records to the correct assets and work orders in Ultimo so they are complete and retrievable.
• Track service and calibration due dates with Maintenance and Quality, confirm required records are received, and elevate overdue activities or missing documentation.
• Preserve maintenance history and follow site document control, access, and record retention requirements.

Reporting and Continuous Improvement

• Provide the Maintenance Manager with regular reporting on backlog age, job readiness, schedule completion, PM compliance, work order quality, and service or calibration due dates.
• Use work order history to highlight repeat failures, recurring parts shortages, and planning gaps; recommend practical improvements.
• Support technicians and other users with work order documentation and planning practices, coordinating system or training issues with the CMMS Key User.
• Perform hands-on maintenance technician duties as time permits and as assigned by the Maintenance Manager, maintaining familiarity with installed equipment and a practical understanding of the issues faced by maintenance technicians.
• Follow site safety, GMP, sanitation, and food safety procedures and perform other related duties assigned by the Maintenance Manager.

Qualifications

Required

• High school diploma or equivalent; technical training or equivalent practical experience in industrial maintenance.
• At least 3 years of experience in maintenance, maintenance planning, or technical operations in a manufacturing environment.
• Hands-on CMMS experience and the ability to create and maintain work orders, preventive maintenance models, and asset records.
• Working knowledge of industrial equipment, maintenance workflows, spare parts, job preparation, and preventive maintenance.
• Ability to interpret equipment manuals, technical drawings, service reports, and calibration documentation.
• Strong computer skills, including Microsoft Excel, accurate data entry, and organized electronic record keeping.
• Ability to communicate clearly, coordinate several work priorities, and work safely in production and utility areas.

Preferred

• Experience with Ultimo and maintenance planning, scheduling, or shutdown coordination.
• Experience in food manufacturing and familiarity with GMP, SQF, sanitation, and food safety expectations.
• Technical diploma or associate degree in maintenance, engineering technology, or a related field.
• Experience preparing maintenance kits, maintaining equipment parts lists, and managing service or calibration records.

Key Competencies

• Structured planning and organization
• Attention to detail and accurate CMMS documentation
• Proactive follow-up and ownership of job readiness
• Clear communication and cross-functional coordination
• Practical problem-solving and continuous improvement
• Sound judgment when escalating safety, food safety, and production risks