Planned Maintenance Coordinator - Enterprise Physical Operations

Washington University in St. Louis; St. Louis (MO); On-site; USD 29,000 - 45,000; Full time

Job summary

Washington University in St. Louis is seeking a Planned Maintenance Coordinator to organize maintenance plans across campus.

You will identify assets, create job plans in the CMMS, and work with Zone Managers, Mechanics, contractors, and campus partners to develop and execute planned maintenance activities. The role involves coordinating with internal teams, generating purchase orders, tracking materials, and maintaining accurate asset data and maintenance history.

Qualifications

• High school diploma or equivalent required.
• 3 years in administrative or coordination roles.
• Experience in a facilities environment preferred (4 years).

Responsibilities

• Coordinate maintenance plans and CMMS data entry.
• Schedule and communicate preventative, corrective, and project work orders.
• Generate purchase requests and manage materials and contracts.
• Track maintenance history, costs, and asset data.
• Assist with reports and asset data validation.
• Perform other duties as assigned.

Skills

Asset Tracking

Communication

Critical Thinking

Detail-Oriented

Maintenance Planning

Maintenance Plans

Planned Maintenance

Planned Preventative Maintenance

Professional Relationship Management

Scheduled Maintenance

Work Order Management

Work Orders

Work Order System

Microsoft Excel

Microsoft Word

GIS

Education

High school diploma or equivalent

Associate degree

Tools

CMMS

Geographic Information System (GIS)

Job description

Location

ST. LOUIS, MO 63130

Scheduled Hours

40

Position Summary

The Planned Maintenance Coordinator is responsible for the coordination of the maintenance plan, outlining all scheduled maintenance tasks for equipment, machinery, and facilities. Additionally, the Planned Maintenance Coordinator collaborates with the Zone Managers, Mechanics, contractors, and other campus partners to develop and execute job plans and planned maintenance across campus. This involves the collection of asset data, updating the Computerized Maintenance Management System (CMMS) database, generating sub-work orders, validating tasks, creating purchase orders, and tracking material orders.

Job Description

Primary Duties & Responsibilities

• Supports the ongoing transformation of the maintenance plan through identifying assets, creating job plans and planned maintenance schedules in the CMMS. This includes scope of work, safety precautions, required materials and estimated labor hours.
• Coordinates and communicates internal preventative, corrective and project work orders. Collaborates with zone staff and stakeholders to optimize work schedules based on labor requirements, material lead times, and university operational needs.
• Runs weekly and monthly reports and utilizes GIS to track zones preventative maintenance and maintains accurate records of equipment and asset data, including maintenance history, performance metrics, and maintenance costs. Retires old assets and validates that new assets are captured, tagged and tracked in the systems. Maintains records and makes updates to documents as needed to establish consistency and standardization of processes.
• Coordinates with zone staff for the delivery of the necessary resources, tools, and materials for scheduled maintenance activities, then generates purchase requests and orders supplies based on job plan schedules.
• Manages and schedules routine contracted planned maintenance. Collaborates with the maintenance department and other relevant departments to create, schedule, and communicate contracted work. Ensures contractor work reports are tracked and filed in the appropriate location.
• Performs other duties as assigned.

Working Conditions

Job Location/Working Conditions

• Normal office environment.
• Stockroom or warehouse.

Physical Effort

• Typically sitting at a desk or table.
• Walking on campus to maintenance shops.
• Works on campus 5 days a week and travels among campuses.
• Some remote work is possible but subject to operational needs and manager approval.

Equipment

• Office equipment.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all job duties performed by the personnel so classified. Management reserves the right to revise or amend duties at any time.

Education

Required Qualifications

High school diploma or equivalent high school certification or combination of education and/or experience.

Certifications/Professional Licenses

No specific certification/professional license is required for this position.

Work Experience

Administrative Or Coordination Role (3 Years)

Skills

Not Applicable

Driver's License

A driver's license is not required for this position.

More About This Job

WashU seeks highly motivated individuals who are able to perform duties in a manner consistent with our core mission and guiding principles.

Education

Preferred Qualifications

Associate degree

Certifications/Professional Licenses

No additional certification/professional licenses unless stated elsewhere in the job posting.

Work Experience

Administrative Or Coordination Role In A Facilities Environment (4 Years)

Skills

Asset Tracking, Communication, Computerized Maintenance Management Systems (CMMS), Critical Thinking, Customer Relationship Development, Detail-Oriented, Maintenance Planning, Maintenance Plans, Microsoft Excel, Microsoft Word, Planned Maintenance, Planned Preventative Maintenance, Professional Relationship Management, Scheduled Maintenance, Work Order Management, Work Orders, Work Order System

Grade

G08-H

Salary Range

$21.17 - $32.85 / Hourly

The salary range reflects base salaries paid for positions in a given job grade across the University. Individual rates within the range will be determined by factors including one's qualifications and performance, equity with others in the department, market rates for positions within the same grade and department budget.

Questions

For frequently asked questions about the application process, please refer to our External Applicant FAQ.

Accommodation

If you are unable to use our online application system and would like an accommodation, please email [e-mail] or call the dedicated accommodation inquiry number at 314-935-1149 and leave a voicemail with the nature of your request.

All qualified individuals must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

Pre-Employment Screening

All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. The screenings will include criminal background check and, as applicable for the position, other background checks, drug screen, an employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.

Benefits Statement

Personal

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Take advantage of our free Metro transit U-Pass for eligible employees.
• WashU provides eligible employees with a defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.

Wellness

• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!

Family

• We offer 4 weeks of caregiver leave to bond with your new child. Family care resources are also available for your continued childcare needs. Need adult care? We've got you covered.
• WashU covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

For policies, detailed benefits, and eligibility, please visit: https://hr.wustl.edu/benefits/

EEO Statement

Washington University in St. Louis is committed to the principles and practices of equal employment opportunity. It is the University’s policy to provide equal opportunity and access to persons in all job titles without regard to race, ethnicity or shared ancestry, color, national origin, citizenship (where prohibited by federal law), age, religion, sex, sexual orientation, gender identity or expression, disability, protected veteran status, or genetic information. As a federal contractor, the university maintains affirmative action programs to implement its equal employment opportunity policy for individuals with disabilities and protected veterans, in accordance with Section 503 of the Rehabilitation Act of 1973, as amended, and the Vietnam Era Veterans’ Readjustment Assistance Act of 1974 (VEVRAA), as amended.