Scheduling Engineer

JOB PURPOSE:

The Scheduling & Planning Engineer is responsible for developing, coordinating, and optimizing staff scheduling, resource planning, and maintenance work allocation across depots and stations. The role ensures effective workforce utilization, material availability, and alignment of maintenance activities with operational requirements.

The position supports operational reliability and cost efficiency through structured planning, performance monitoring, and data-driven decision-making. It also contributes to project monitoring, dashboard reporting, and continuous improvement initiatives while ensuring accurate documentation and closure of maintenance work orders within the CMMS (IBM Maximo).

RESPONSIBILITIES/DUTIES

Scheduling & Workforce Planning

• Develop and maintain short-, medium-, and long-term schedules for maintenance staff and contractors.
• Balance operational requirements with workforce availability, leave plans, and training schedules.
• Coordinate with maintenance and operations teams to align schedules with planned maintenance, inspections, and projects.
• Ensure compliance with applicable working time regulations and company policies.

Rostering Management

• Design and maintain fair, transparent, and efficient staff rosters accounting for holidays, sickness, and operational coverage.
• Monitor roster adherence and adjust schedules to address operational disruptions, absences, or emergency requirements.
• Support the automation and optimization of rostering processes to improve accuracy and efficiency.
• Maintain clear and auditable records of roster changes, approvals, and updates.

Resource Optimization & Cost Control

• Monitor resource utilization and identify inefficiencies or capacity gaps.
• Conduct cost analyses related to staffing models, overtime usage, and contractor deployment.
• Propose cost optimization initiatives such as shift adjustments, workforce multi-skilling, or improved contractor allocation.
• Provide financial impact assessments for scheduling decisions and support alignment with budget constraints.

Material Planning & Work Allocation

• Forecast material requirements based on maintenance schedules, operational projects, and special activities.
• Coordinate with procurement and stores teams to ensure the timely availability of spare parts and materials.
• Align material planning with maintenance schedules to prevent delays and operational conflicts.
• Monitor material consumption against planned usage and report inefficiencies or shortages.

Overtime Monitoring & Reporting

• Monitor overtime levels across departments and identify trends.
• Prepare periodic reports highlighting overtime drivers, operational impacts, and financial implications.
• Collaborate with department leaders to reduce unnecessary overtime through improved workforce planning.
• Integrate overtime monitoring into operational dashboards for enhanced transparency.

Data Visualization & Dashboard Management

• Maintain and update operational dashboards to provide real-time insights into schedules, resource allocation, overtime, materials, and costs.
• Ensure dashboards are accurate, user-friendly, and tailored to operational and management reporting needs.
• Translate complex operational and financial data into clear visual reports to support decision-making.
• Collaborate with IT and data teams to integrate dashboards with CMMS and scheduling platforms.

Cross-Functional Coordination

• Collaborate closely with Operations, HR, Procurement, Finance, and Safety teams to align scheduling activities with organizational priorities.
• Facilitate coordination between engineering, logistics, and operational teams to optimize resource allocation.
• Support planning for special operational events, public holidays, or major maintenance works by ensuring adequate staffing and material availability.
• Provide data-driven insights to support strategic planning and operational decision-making.

Project Monitoring & Planning Support

• Monitor maintenance and operational projects against approved schedules, milestones, and resource plans.
• Track resource allocation and budget utilization throughout project execution.
• Provide regular project progress reports highlighting risks, delays, or deviations.
• Coordinate with project managers to adjust schedules, rosters, and material allocations as required.
• Capture lessons learned from completed projects to enhance future planning practices.

Work Order Management (Maximo)

• Support the accurate closure of work orders within IBM Maximo by ensuring proper documentation of completed activities.
• Coordinate with maintenance teams to confirm accurate recording of labor hours, materials used, and completion notes.
• Monitor outstanding work orders and escalate delays where required.
• Ensure compliance with audit and reporting standards through accurate CMMS records.
• Provide guidance and training to staff on proper work order documentation procedures.

Continuous Improvement

• Develop and monitor KPIs related to scheduling efficiency, workforce utilization, overtime control, material planning, and work order closure.
• Implement feedback mechanisms to improve scheduling practices and workforce satisfaction.
• Promote digital tools and system enhancements for planning and scheduling processes.
• Contribute to competency development frameworks and workforce planning initiatives.

Compliance & Reporting

• Ensure scheduling, planning, and work management activities comply with safety, quality, and regulatory requirements.
• Prepare periodic management reports on resource utilization, overtime trends, project progress, material efficiency, and work order performance.
• Maintain clear documentation to support audits and performance reviews.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

QUALIFICATIONS:

• Bachelor’s degree in Engineering, Asset Management, or a related field.

KNOWLEDGE:

• Proficient in using CMMS (Maximo).
• Solid general technical knowledge.
• Strong written and verbal communication skills.
• Experience in KPI development and performance reporting.
• Knowledge of asset management principles.
• Strong IT skills.
• Proficiency in Microsoft Office applications.

EXPERIENCE:

• 3–5 years of experience in planning and scheduling.
• Preferably with experience in a railway maintenance environment.
• Exposure to working in a change management culture.

DESIRED BEHAVIORS & EXPERIENCES

• Safety-First Commitment: Consistently prioritizes safety in all planning and scheduling activities, ensuring compliance with procedures and fostering a safety-conscious work environment.
• Attention to Detail: Maintains accuracy and thoroughness in schedules, data entry, and reports to ensure reliable decision-making.
• Collaboration and Teamwork: Works effectively with cross-functional teams, sharing information and aligning schedules to meet operational goals.
• Adaptability: Responds positively to changes in priorities, processes, or operational requirements, maintaining productivity under pressure.
• Proactive Problem-Solving: Anticipates potential delays or conflicts in schedules and takes timely actions to resolve them.
• Continuous Improvement Mindset: Seeks opportunities to enhance planning processes, tools, and efficiency.