Strategic Maintenance Planner & Scheduler

Stanford University; Palo Alto (CA); On-site; USD 77,000 - 143,000; Full time

Benefits offered by this job

18+ PTO days per year

Health benefits start when you start

Flexible work options

Tuition and training assistance

403(b) plan

Mental health and wellness programs

Free and discounted commuter transport

Job summary

Stanford University’s Residential & Dining Enterprises seeks a skilled Facilities Scheduler to plan, organize, and schedule maintenance workflows across units. The role emphasizes on-site coordination, data analysis, and timely customer service for reactive and preventive work orders.

Responsibilities include creating multi-week schedules, tracking work orders, coordinating with craftsmen, evaluating vendor quotes, and using a maintenance management system to optimize processes.

Qualifications

• Associate’s degree and three years of related work order scheduling experience.
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.

Responsibilities

• Independently plan, organize, and schedule workflow for corrective, preventive, and predictive maintenance work, and short and long-term projects to meet priority demands.
• Compile daily, weekly, and multi-week schedules for facilities operations and maintenance work for assigned unit(s).
• Provide timely customer service on reactive work orders while balancing preventive maintenance work schedules by analyzing circumstances based on situational variables and available resources.
• Follow-up, problem-solve, and trouble-shoot processes, communicate scheduling information and status of maintenance work issues with customers and staff.
• Perform follow-up response to after-hours, holiday, and weekend calls to determine if process was completed or if additional resources are needed.
• Determine work plans based upon site-wide field trips, priority, available workforce, and other criteria. Review and confirm plans and schedules with craftsmen management.
• Monitor, track, review, and analyze open work orders and work order aging for assigned maintenance groups. Establish work priorities to meet operational needs, minimize work order backlog and ensure timely completion.
• Enter, manipulate, analyze and extract data using maintenance management system.
• Identify opportunities to improve processes, planning or performance through analysis of workflow, project demands and expectations. Prepare and review utilization and cost data to provide data-driven cost reduction recommendations.
• Consult with team supervisors to determine time standards for maintenance planning and reactive work orders.
• Evaluate vendor quotes and services to coordinate parts and material acquisitions for planned work, including preventive maintenance, moves and special projects as needed. Negotiate with vendors concerning cost, parts needs, status, tracking and follow-up.

Skills

Organizational skills

Verbal and written communication

Customer service

Data analysis

Problem solving

Education

Associate’s degree

Tools

Maintenance management system

Job description

Stanford University’s Residential & Dining Enterprises seeks a skilled Facilities Scheduler to plan, organize, and schedule maintenance workflows across units. The role emphasizes on-site coordination, data analysis, and timely customer service for reactive and preventive work orders.

Responsibilities include creating multi-week schedules, tracking work orders, coordinating with craftsmen, evaluating vendor quotes, and using a maintenance management system to optimize processes.