FACILITIES MAINTENANCE SUPERVISOR/PLANNER (50080447

Job Role Summary

The Facilities Maintenance Supervisor / Planner-Scheduler is a working leader who supervises multi-trade technicians (HVAC, electrical, plumbing, carpentry/paint, locksmith, and general maintenance) and owns planning/scheduling for preventive and corrective work across 50+ facilities. This role triages work orders and calls, builds and manages daily/weekly schedules, coordinates labor, materials, and vendors, and ensures safe, high-quality maintenance operations. The position requires a strong trade background and is intended as a next-step progression from higher-level Maintenance Technician roles.

Day in Life:

Begin the day by reviewing CMMS work orders, emergency calls, and backlog. Lead a crew huddle to review safety topics, assign work, and confirm parts/access. Throughout the day, adjust the schedule as priorities change, answer or route calls, coordinate vendors, and perform field checks to verify work quality and safety. Update CMMS, monitor KPIs (response times, PM compliance, backlog), communicate ETAs to site contacts, and plan the next day’s work to keep labor, materials, and outages aligned across multiple sites.

Essential Duties

Planning, Scheduling & Call Management (40%)

• Triage and dispatch work orders/emergencies to techs/vendors.
• Build and publish daily/weekly PM + corrective schedules across sites/trades.
• Optimize workload, travel, and on-call coverage for fast response.
• Pre-stage permits/access/materials; maintain a rolling look-ahead plan.
• Track emergency response metrics and report outcomes to leadership.

Supervision, QA & Safety (30%)

• Lead multi-trade tech team with daily direction and field problem-solving.
• Verify work quality and safety through routine field checks.
• Enforce SOPs and safety programs (LOTO, hot work, PPE, confined space, infection control).
• Run tailgates; investigate near-misses/incidents and drive corrective actions.
• Coach performance and develop techs into lead/leadership roles.

Vendor, Materials & Resource Coordination (15%)

• Schedule vendors and coordinate access/outages with internal work plans.
• Manage POs, warranties, and service expectations with Procurement/leadership.
• Maintain critical spares and consumables (min/max, kitting).

Associated Job Duties

Documentation, CMMS & Reporting (10%)

• Ensure complete and accurate CMMS data, including work order details, labor hours, parts usage, and asset updates.
• Monitor and report on KPIs such as PM completion, emergency response performance, backlog aging, and labor utilization.
• Communicate ETAs, closures, and significant risks or delays to leadership and site stakeholders.

Customer Service & Site Relationships (5%)

• Build and maintain professional relationships with site leaders and key stakeholders; respond to concerns proactively.
• Conduct facility walkthroughs to identify recurring issues, validate service levels, and support planning of future work.

• Participate in on-call rotation, storm/emergency response, and after-hours outages as needed.
• Support small projects, moves, and minor renovations.
• Perform other duties as assigned to support departmental and organizational goals.

This job description reflects management’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. The employee may be asked to perform other duties as needed to support departmental and organizational goals.

Qualifications

• Education (Req): High school diploma/GED.
• Education (Pref): Associate degree in a technical field or facilities/construction/operations management.
• Experience (Req): 7+ years multi-trade facilities maintenance (HVAC/electrical/plumbing/carpentry/finishes), including 2+ years as lead/senior/supervisor and planning/scheduling/coordination responsibility.
• Experience (Pref): Lead multi-site, multi-trade teams ( healthcare/government/higher ed); CMMS-based planning/workload + KPI ownership.

Licenses/Certifications Required

• Required: Valid driver’s license.
• Required/Obtainable: OSHA 30 + NFPA 70E awareness within 6 months.
• Required/Obtainable: LOTO + Hot Work trainer credentials within 90 days.
• Preferred: EPA 608 Universal (if overseeing refrigerant work).
• Preferred: CMRP/CMP (or similar).
• Preferred: Forklift or aerial lift trainer cert.
• Compliance: OSHA 29 CFR 1910 + Indiana DOL safety standards.

Knowledge, Skills & Abilities

• Trade: HVAC/electrical/plumbing/carpentry/building systems; triage, support, QA.
• Scheduling: Dispatch, kitting, labor leveling, outage/calendar coordination, look-ahead.
• CMMS/Data: Manage WO/asset/PM data; report KPIs (PM, backlog, response, utilization).
• Safety: OSHA basics (LOTO/hot work/confined space/PPE); audits, talks, investigations/CAs.
• Vendors/Materials: Coordinate vendors/procurement/warranties; manage critical spares.
• Communication: Explain technical issues, set expectations, handle escalations.
• Coaching: Mentor, feedback, skill-gap ID, advancement support.

Working Environment

• Work is performed in both field and office environments with frequent walking, standing, and equipment inspections.
• Requires use of PPE and occasional lifting up to 50 lbs.
• May require evening or weekend availability and participation in emergency or on-call rotations.