Maintenance Planner & Scheduler

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Maintenance Planner/Scheduler - Northern California (Remote)

JLL is seeking an experienced Maintenance Planner/Scheduler to join our team! This remote position requires residence in Northern California with occasional site visits to client facilities.

POSITION OVERVIEW:

The Maintenance Planner/Scheduler plans and schedules all non-emergency maintenance activities to optimize resource utilization and operational efficiency. Working collaboratively with vendors, client maintenance teams, and internal stakeholders, this role identifies, estimates, organizes, and schedules required resources before work execution begins.

This position serves as a critical liaison between JLL account teams, client representatives, and vendor partners, ensuring maintenance coordination supports organizational goals. The planner/scheduler maintains the Computerized Maintenance Management System (CMMS), managing work orders, asset records, and reporting to ensure accurate business data supports informed decision-making.

This role requires independent judgment and creative problem-solving to address complex scheduling challenges. The position operates with considerable autonomy in determining approaches and making decisions within established guidelines.

KEY RESPONSIBILITIES:

Planning

• Reviews and prioritizes maintenance work requests based on urgency, impact, and available resources
• Communicates with work order requesters to clarify scope, requirements, and expectations
• Conducts site visits (physically and remotely) to verify equipment location, assess work scope, and understand site constraints
• Determines operational safety requirements and coordinates necessary permits or access protocols
• Develops detailed work plans including labor estimates, material requirements, vendor specifications, and timeline projections
• Ensures all work plans include necessary instructions for site access, working hours, escort requirements, regulatory compliance, and safety protocols
• Identifies and develops standard work routines and task lists for recurring maintenance activities
• Reviews completed work feedback to continuously improve planning processes and accuracy

Scheduling

• Creates and maintains comprehensive work order schedules in the CMMS
• Coordinates and facilitates scheduling meetings between account teams, clients, and vendors to align on planned maintenance activities
• Assigns work to appropriate vendor partners based on expertise, availability, and contractual agreements
• Manages work schedules to maximize resource efficiency, minimize operational disruption, and ensure timely completion
• Collaborates with client representatives to schedule work within approved downtime windows and operational constraints
• Creates and publishes weekly and monthly work schedules, distributing to stakeholders including vendors, client teams, and JLL account managers
• Communicates work packages and schedule changes promptly to all affected parties
• Tracks and coordinates delivery of equipment, parts, and materials needed to support scheduled work

CMMS and Workflow Management

• Maintains complete and accurate records within the CMMS including work order details, specifications, completion data, and equipment history
• Performs routine and ad-hoc reporting to track work execution, completion rates, schedule adherence, and maintenance trends
• Develops and maintains Key Performance Indicators (KPIs) to measure maintenance program effectiveness
• Analyzes equipment history and maintenance patterns to identify trends and recommend preventive measures
• Ensures documentation supports compliance requirements and client reporting obligations
• Collaborates with account teams and reliability engineers to optimize maintenance strategies

Performs other duties as assigned.

REQUIRED QUALIFICATIONS:

• 5+ years of experience in facilities maintenance planning and scheduling
• Demonstrated experience planning and coordinating work with vendors and maintenance contractors
• Working knowledge of commercial real estate building systems including HVAC, electrical, plumbing, life safety, and building controls
• Advanced proficiency in Microsoft Excel; working knowledge of Outlook and SharePoint
• Strong organizational, analytical, and prioritization skills with ability to manage competing demands
• Excellent verbal and written communication skills with ability to interact professionally with clients, vendors, and internal teams
• Client service-oriented mindset with proven ability to collaborate across functions
• Must reside in Northern California; home-based role with expectation of periodic site visits

PREFERRED QUALIFICATIONS:

• Experience supporting critical environments, data centers, or uptime-sensitive facilities
• Bachelor's degree in Engineering, Facilities Management, Business, Operations, or related discipline
• Experience generating maintenance metrics, reports, or performance dashboards
• Prior experience using Corrigo CMMS or similar maintenance management systems (Maximo, ServiceNow, etc.)
• Certified Reliability Leader (CRL) or Certified Maintenance Reliability Professional (CMRP)

REQUIRED SKILLS:

Technical Skills:

• Ability to read and interpret technical manuals, equipment specifications, and building documentation
• Proficiency manipulating and analyzing data in Excel spreadsheets and databases
• Understanding of maintenance best practices, preventive maintenance programs, and work order workflows
• Familiarity with vendor management and contractor coordination

Professional Skills:

• Strong organizational skills with ability to manage multiple priorities simultaneously
• Ability to make informed decisions when data may be incomplete or situations are ambiguous
• Effective problem-solving with systematic attention to detail
• Clear communication skills for written reports, emails, and verbal presentations
• Ability to balance requirements from multiple stakeholders (clients, vendors, account teams)
• Capacity to translate organizational goals into actionable maintenance schedules
• Proactive identification of process improvement opportunities
• Ability to engage professionally with senior-level client stakeholders
• Self-motivated with ability to work independently without direct supervision
• Flexible and adaptable approach to changing priorities and client needs

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Estimated compensation for this position:

This range is an estimate and actual compensation may differ. Final compensation packages are determined by various considerations including but not limited to candidate qualifications, location, market conditions, and internal considerations.

Location:

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. We're interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you'repursuing.

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Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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Accepting applications on an ongoing basis until candidate identified.