Facility Operations Planner - Building Maintenance

Occupational Summary

Supervise and coordinate activities associated with the repair and maintenance of building equipment and renovation projects for assigned buildings including coordination of skilled tradesmen to ensure team availability and appropriate customer service; serve as general liaison for Facilities Management with the building occupants.

Be You. Be Bold. Choose Duke.

Facility Operations Planner

Be You.

At Duke University, we believe great facilities support great experiences. As a Facility Operations Planner, you'll play a critical role in ensuring Duke's buildings, infrastructure, and maintenance services operate efficiently and effectively. You'll partner with skilled trades professionals, supervisors, customers, contractors, and University stakeholders to plan, coordinate, and optimize maintenance activities that support Duke's world-class learning, research, healthcare, and administrative environments.

In this role, you'll combine technical expertise, operational planning, customer service, and problem-solving skills to help deliver reliable facility services across the University while contributing to a culture of continuous improvement, safety, and operational excellence.

Be Bold.

As a Facility Operations Planner, you'll serve as a key connection point between Facility Operations staff, customers, and service providers. Your ability to anticipate needs, coordinate resources, manage priorities, and leverage technology will help ensure maintenance work is planned and executed efficiently with minimal disruption to the Duke community.

What You'll Do:

Maintenance Planning & Work Management

• Receive, evaluate, and process written, verbal, and electronic work requests using the Enterprise Asset Management (EAM) system.
• Create, assign, track, and close work orders while monitoring progress throughout the entire work lifecycle.
• Coordinate work priorities, develop schedules, and partner with supervisors to ensure timely execution of maintenance activities.
• Maintain detailed work histories, repair records, and job cost information within the EAM system.
• Support preventive maintenance programs by planning, scheduling, tracking, and documenting maintenance activities across multiple building systems.

Asset Management & Program Coordination

• Maintain records, schedules, inspections, and compliance documentation for building asset management programs, including elevators, roofs, lightning protection systems, fall protection systems, pools, spas, exterior assets, and building inspections.
• Coordinate with contractors, consultants, and vendors to schedule inspections, site visits, maintenance activities, and required services.
• Review reports and records to ensure accuracy, consistency, and timely completion of asset management activities.
• Process and reconcile vendor documentation and related records.

Resource Planning & Scheduling

• Estimate labor requirements, staffing levels, task duration, and resource needs for preventive and corrective maintenance activities.
• Identify and secure materials, equipment, and resources necessary to complete work assignments.
• Verify resource availability and coordinate alternatives when necessary to maintain schedule commitments.
• Coordinate building access, shutdowns, after-hours work, and other operational requirements to minimize customer disruption.

Customer Service & Communication

• Serve as a primary point of contact for customers regarding maintenance planning, scheduling, and work order status.
• Communicate effectively with faculty, staff, students, contractors, vendors, and internal stakeholders regarding maintenance activities and operational priorities.
• Prepare and distribute notifications related to planned shutdowns and service interruptions.
• Foster strong customer relationships through proactive communication and responsive service.

Analysis, Reporting & Continuous Improvement

• Generate operational reports related to work order performance, customer satisfaction, backlogs, overtime, repair costs, and maintenance history.
• Analyze work order flow, workload demands, utilization trends, and operational metrics to identify opportunities for improvement.
• Recommend process enhancements and cost-saving measures that improve efficiency and service delivery.
• Review performance and cost data to support informed operational decision-making.

Systems Administration & Operational Support

• Serve as a subject matter expert (SME) for EAM functionality and provide guidance and training to system users.
• Support procurement and coordination of outside services when additional labor resources are required.
• Assist leadership with operational, administrative, and facility management initiatives.
• Participate in emergency preparedness planning and emergency response activities.
• Ensure all work is planned and performed in accordance with Duke safety standards and OSHA regulations.
• Perform other duties as assigned.

What You'll Bring:

Education & Experience

• Associate degree in Engineering, Operations Management, Computer Science, or a related field required.
• Bachelor's degree preferred.
• Three or more years of experience in an operations planning, maintenance planning, facilities management, work management, or operations leadership role preferred.

OR

• Two years of experience supporting customers and skilled trade teams in facilities operations, maintenance, construction, or a related service environment.

OR

• An equivalent combination of relevant education and experience.

Preferred Qualifications

• Experience using Enterprise Asset Management (EAM) systems, Infor EAM, CMMS, or similar maintenance management platforms.
• Experience planning maintenance activities in institutional, campus, healthcare, research, commercial, or industrial environments.

Skills for Success:

• Knowledge of institutional building systems