Planning Engineer

Role Overview:

The technical hub of the FM operation, responsible for planned preventive maintenance (PPM) scheduling, CAFM system management, and technical Helpdesk escalation handling. This role bridges planning, operations, and asset lifecycle management to ensure SLA compliance and operational efficiency.

Scope & KPI Ownership

Helpdesk & CAFM System Management – Technical administration, work order dispatching, and real-time SLA tracking (response / rectification times).

PPM Operations – Mechanical, Electrical, E&I, Plumbing, Civil, ensure scheduling efficiency and compliance.

Asset Register Management & Tagging – Maintain accurate asset hierarchy, condition data, and tagging in CAFM/EAM.

Team Competency & Training – Identify training gaps, deliver technical upskilling, supervise field teams, and maintain training records.

Inventory & Spares Control – Ensure spares availability aligned with maintenance plans; coordinate with procurement.

Defect Liability Period (DLP) Tracking – Monitor DLP assets, coordinate with contractors for warranty repairs, archive reports.

Proactive Maintenance – Implement condition-based and predictive maintenance to reduce asset failure rates.

Backlog & MTTR – Own work order backlog aging and Mean Time To Repair KPIs.

Shutdown/Outage Planning – Coordinate planned service interruptions with minimal operational impact.

Statutory Compliance – Track regulatory inspections (lifts, fire alarms, pressure vessels, etc.) and ensure timely completion.

Key Responsibilities

1- Helpdesk & Work Order Management

• Manage the CAFM/CMMS system (e.g., Maximo, Planon, Archibus, or similar).
• Dispatch technical work orders (reactive, PPM, corrective) and monitor SLA response/rectification times to avoid penalties.
• Handle technical escalations from the Helpdesk and reassign priorities based on urgency/criticality.

2- PPM Scheduling & Delivery

• Generate, assign, and track all PPM tasks aligned with SFG20 standards and O&M manuals.
• Integrate soft services schedules (cleaning rotas, waste collection, landscaping, pest control) into the master maintenance plan.
• Optimize routes and resource allocation (labor, parts, access).

3- Technical Team Management & Training

• Supervise daily execution of hard services (MEP, civil, HVAC, plumbing).
• Conduct training needs analysis for technicians, prepare annual training plans, ensure execution, and keep full records (attendance, competency assessments).
• Provide on-the-job supervision and feedback to improve first-time fix rates.

4- Defect Liability Period (DLP) & Warranty Tracking

• Maintain a live register of assets under DLP / warranty.
• Coordinate with subcontractors to rectify defects promptly.
• Submit DLP reports to client/consultant and archive all correspondence.

5- Asset Lifecycle & CAFM Data Integrity

• Ensure all assets are tagged (physical barcode/NFC) and accurately updated in CAFM/EAM.
• Log condition assessments, remaining useful life, and replacement recommendations.
• Support the transition of new assets from projects to FM (O&M handover).

6- Inventory & Spares Integration

• Set minimum/maximum stock levels for critical spares based on maintenance plans.
• Coordinate with procurement for timely replenishment.
• Flag obsolete or long-lead items.

7- Emergency & Unplanned Work

• Maintain a dynamic planning buffer for reactive/emergency jobs.
• Reschedule PPMs without breaching SLA when urgent work interrupts.

8- Shutdown / Outage Coordination

• Plan and communicate building shutdowns (e.g., electrical isolation, HVAC shutdown) with operations and end users.
• Ensure all permits, safety protocols, and resources are in place.

9- Reporting & Documentation

• Generate accurate reports on:
• Asset health and failure trends
• Work order backlog (aging analysis)
• SLA compliance (response/rectification %)
• PPM completion rate vs. plan
• DLP status
• Maintain full records of all reports, O&M manuals, as-built drawings, and compliance certificates.

10- Continuous Improvement

• Analyze repeated breakdowns and propose proactive modifications.
• Implement reliability-centered maintenance (RCM) strategies where applicable.

Qualifications

• Education: Bachelor’s degree in mechanical engineering or electrical engineering (or equivalent).
• Experience: 5+ years in FM planning or maintenance scheduling (building services, industrial, or commercial FM).

Technical Skills:

• Strong expertise in CAFM/CMMS administration (Maximo, Planon, Archibus, Maintenance Connection, or similar).
• Working knowledge of SFG20 maintenance standards.
• Proficient in MS Excel, Power BI (or similar reporting tools).

Soft Skills:

• Problem-solving.
• cross-team coordination.
• clear technical communication.