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, maintenance operations, and facility management practices. Strong analytical thinking, troubleshooting, planning, and problem-solving abilities. Ability to prioritize multiple tasks and manage competing deadlines in a fast-paced environment. Excellent verbal and written communication skills. Ability to communicate effectively with diverse audiences including faculty, staff, students, contractors, vendors, and leadership. Exceptional attention to detail and commitment to data accuracy. Strong customer service mindset with the ability to build positive relationships and partnerships. Proficiency with Enterprise Asset Management (EAM), Computerized Maintenance Management Systems (CMMS), or similar platforms. Advanced computer skills including Microsoft Word, Excel, PowerPoint, and Outlook. Ability to analyze operational data and translate findings into actionable recommendations. Commitment to workplace safety, continuous improvement, and operational excellence. Choose Duke. At Duke, you'll join a team that keeps one of the nation's leading universities and healthcare institutions operating at its best. Your work will directly support the environments where groundbreaking research occurs, students learn and grow, patients receive exceptional care, and employees thrive. We offer a collaborative culture, opportunities for professional development, meaningful work, and the chance to contribute to a mission-driven organization committed to excellence, innovation, and service. Ready to Make a Difference? Apply now and help us build a stronger, smarter, and more connected future by ensuring Duke's facilities and operations continue to support excellence across our campus community. Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $62,247.00 to USD $98,692.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: Equal Opportunity Employer: Duke is an Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex (including pregnancy and pregnancy- related conditions), sexual orientation, or military status. Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values. Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: ; phone: 919-668-1267).