Maintenance Planner

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Job Description

Planner / Scheduler (Integrated Facilities Management)

JLL | Ringaskiddy, Co. Cork, Ireland

Position Summary

JLL is seeking an experienced and proactive Planner / Scheduler to support the delivery of Integrated Facilities Management (IFM) services at a leading pharmaceutical manufacturing facility in Ringaskiddy, Co. Cork. The Planner / Scheduler will be responsible for the effective planning, coordination, scheduling, and reporting of preventive and corrective maintenance activities across mechanical, electrical, utilities, building services, and facilities operations.

This role is critical in ensuring the Computerised Maintenance Management System (CMMS) remains accurate and up to date, supporting operational reliability, regulatory compliance, and continuous improvement. The successful candidate will work closely with onsite engineering teams, service providers, subcontractors, and client stakeholders to ensure maintenance activities are executed safely, efficiently, and in accordance with GMP, regulatory, and site requirements.

Key Responsibilities

Maintenance Planning & Scheduling

• Develop, maintain, and optimise preventive maintenance schedules within the CMMS system.
• Plan and coordinate mechanical, electrical, utilities, building services, and facility maintenance activities.
• Schedule corrective maintenance activities in collaboration with engineering and operations teams.
• Lead weekly meeting with all the JLL team and attend the relevant area weekly meetings.
• Ensure all maintenance work orders are appropriately planned, prioritised, and resourced.
• Coordinate shutdown, outage, and major maintenance activities where required.
• Monitor work order completion and ensure schedules are updated accordingly.

CMMS Administration

• Maintain the accuracy and integrity of all asset, equipment, spares, labour, and maintenance data within the CMMS.
• Create, update, and optimise preventive maintenance task lists and maintenance plans.
• Review maintenance history and recommend improvements to maintenance strategies.
• Generate work orders and manage maintenance backlogs to agreed performance targets.
• Support CMMS audits and continuous improvement initiatives.

Contractor & Service Provider Coordination

• Plan and schedule service provider and subcontractor visits, including monthly, quarterly, six-monthly, and annual maintenance activities.
• Coordinate contractor access, documentation, permits, and compliance requirements.
• Manage subcontractor performance against agreed service levels and KPIs.
• Ensure all contractor activities are planned and executed safely and efficiently.

Facilities Helpdesk & Customer Service

• Manage and respond to Facilities Helpdesk ( Get Service) requests and service tickets.
• Prioritise maintenance requests based on operational impact and business requirements.
• Liaise with client stakeholders to ensure timely resolution of maintenance and facilities issues.
• Provide regular status updates on open work orders and ongoing activities.

Compliance, Safety & Quality

• Ensure all activities are conducted in compliance with JLL, client, local, and national safety procedures.
• Support the site's Permit to Work (PTW) system and ensure maintenance activities are properly authorised.
• Promote a strong safety culture within a Tier 1 Seveso environment where safety is paramount.
• Ensure compliance with GMP requirements and internal quality standards.
• Ensure all paperwork is client compliant and act as a gate keeper ensuring strict compliance with ALCOA principles.
• Be the final review of all maintenance activities for all the JLL team.
• Identify, report, and support investigations into safety, quality, or compliance deviations.
• Participate in safety observations, audits, and risk assessments as required.

Reporting & Performance Management

• Produce and distribute weekly, monthly, quarterly, and annual maintenance reports.
• Track and report Key Performance Indicators (KPIs), including PM completion rates, backlog management, contractor performance, and CMMS compliance.
• Analyse maintenance trends and identify opportunities for reliability improvement and cost reduction.
• Support budget planning and resource forecasting activities.

Stakeholder Collaboration

• Interface with site engineering, facilities, operations, and quality teams.
• Coordinate maintenance activities with utility providers, vendors, and specialist contractors.
• Build positive relationships with client representatives and internal JLL teams.
• Support continuous improvement projects and operational excellence initiatives.

Qualifications & Experience

Essential

• Degree, Diploma, or equivalent qualification in Mechanical Engineering, Electrical Engineering, Building Services Engineering, Facilities Management, or related discipline.
• Minimum 5-10 years' experience in maintenance planning, scheduling, facilities management, engineering, or a related technical environment.
• Strong understanding of preventive and corrective maintenance principles.
• Experience working within a Computerised Maintenance Management System (CMMS/EAMS).
• Experience coordinating contractors and service providers.
• Strong knowledge of mechanical, electrical, utilities, and building services systems.
• Experience working within a documented Permit to Work system.
• Excellent planning, organisational, and scheduling skills.
• Strong communication and stakeholder management abilities.
• Proficiency in Microsoft Office applications, including Excel, Word, Outlook, and Teams.

Desirable

• Experience within pharmaceutical, biotechnology, life sciences, or regulated manufacturing environments.
• Knowledge of GMP requirements and compliance standards.
• Understanding of instrumentation, controls, and automation systems.
• Ability to read and interpret P&IDs, engineering drawings, and technical documentation.
• Experience supporting reliability-centred maintenance programs.
• Knowledge of project design, construction, commissioning, and start-up activities.
• Working knowledge of CMMS platforms such as Maximo, SAP PM, Infor EAM, or similar systems.

Key Competencies

• Planning and Scheduling Excellence
• Organisational Skills
• Safety Leadership
• Attention to Detail
• Problem Solving
• Customer Focus
• Communication and Collaboration
• Data Analysis and Reporting
• Time Management
• Continuous Improvement Mindset
• Proactive and Self-Motivated Approach

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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!

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're pursuing.

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