Planning Coordinator

Whitehouse Search; Kansas; On-site; USD 80,000 - 120,000; Full time

Job summary

Whitehouse Search is seeking a Refinery Planner/Coordinator to develop, schedule, and coordinate maintenance across refinery operations, collaborating with Operations, Maintenance, Engineering, Reliability, and Safety.

The role covers routine and major maintenance, outages, and turnarounds, with emphasis on safe, compliant execution and efficient resource use.

Qualifications

• Five+ years in refinery/ petrochemical/ heavy-industrial maintenance.
• Knowledge of CMMS (SAP Plant Maintenance) and reliability practices.
• Experience reading P&IDs, isometrics, and equipment drawings.

Responsibilities

• Develop detailed job plans for refinery maintenance and capital projects.
• Review scope with Operations, Maintenance, Engineering and Reliability teams.
• Conduct field walkdowns to identify requirements, hazards, and access needs.
• Create work packages with steps, labor, materials, tools, and safety requirements.
• Coordinate schedules for mechanical, piping, electrical, instrumentation, and inspections.
• Track progress, backlog, and schedule changes; update work orders and equipment history.
• Support outages/turnarounds with scope development and execution coordination.
• Ensure plans comply with safety, process safety, and environmental standards.

Skills

Maintenance planning

CMMS SAP

P&ID reading

Scheduling (Primavera P6/MS Project)

Tools

SAP Plant Maintenance

Job description

The Refinery Planner/Coordinator develops, schedules, and coordinates maintenance activities across refinery operations. This position works closely with Operations, Maintenance, Engineering, Reliability, Inspection, Safety, contractors, and material suppliers to ensure work is properly scoped, resourced, permitted, and executed safely and efficiently.

The role may support routine maintenance, preventive maintenance, equipment outages, turnarounds, and urgent corrective work involving fixed equipment, rotating equipment, piping, electrical systems, and instrumentation.

Key Responsibilities

• Develop detailed job plans for refinery capital projects team.
• Review work requests and clarify scope with Operations, Maintenance, Engineering, Inspection, and Reliability teams.
• Conduct field walkdowns to identify job requirements, hazards, access limitations, isolation needs, and potential execution challenges.
• Create work packages that include:
• Detailed job steps and estimated labor hours
• Required crafts and contractor support
• Materials, parts, tools, and equipment
• Drawings, specifications, and equipment documentation
• Safety requirements and permitting needs
• Lockout/tagout and equipment-isolation considerations
• Scaffolding, insulation, crane, rigging, and specialty-service requirements
• Coordinate schedules for mechanical, piping, electrical, instrumentation, inspection, and operations activities.
• Develop daily, weekly, and multiweek maintenance schedules based on operational priorities, resource availability, and equipment criticality.
• Maintain and prioritize the maintenance backlog.
• Verify that materials and resources are available before scheduling work.
• Coordinate with procurement, warehouse, vendors, and contractors to address material or service requirements.
• Facilitate planning and scheduling meetings with Operations and Maintenance stakeholders.
• Monitor work progress and communicate schedule changes, delays, conflicts, and emerging risks.
• Coordinate permit readiness, equipment availability, and Operations turnover before execution.
• Track planned versus actual labor hours, schedule compliance, work completion, and backlog performance.
• Update work orders and equipment history in the computerized maintenance management system.
• Capture field feedback and lessons learned to improve future job plans.
• Support emergency and break-in work while minimizing disruption to scheduled activities.
• Participate in refinery outages and turnarounds, including scope development, schedule integration, execution coordination, and closeout.
• Ensure work plans comply with site safety procedures, process-safety requirements, environmental standards, and applicable regulations.

Qualifications

• Typically five or more years of refinery, petrochemical, chemical, terminal, or heavy-industrial maintenance experience.
• Previous experience in capital projects planning and coordinating
• Working knowledge of refinery equipment and systems, including:
• Pumps, compressors, turbines, and other rotating equipment
• Pressure vessels, exchangers, towers, tanks, and boilers
• Process piping, valves, and relief devices
• Electrical distribution and motor‑control systems
• Instrumentation, analyzers, and control systems
• Experience with a CMMS such as SAP Plant Maintenance or an equivalent system.
• Scheduling experience with Primavera P6, Microsoft Project, or similar software is beneficial.
• Ability to read P&IDs, isometric drawings, equipment drawings, loop diagrams, and technical specifications.
• Knowledge of lockout/tagout, hot‑work controls, confined‑space entry, line‑breaking procedures, and refinery permitting practices.
• Familiarity with OSHA process‑safety management and refinery safe‑work practices.
• Strong organizational, communication, prioritization, and problem‑solving skills.