HVAC Planner

Occupational Summary

The Facility Operations Planner is responsible for assessing, estimating, resourcing, planning, and scheduling work activities for shops and outside service providers in a customer-focused, efficient, and standardized manner. The Planner works closely with and supports the Shop Supervisors to deliver integrated Facility Operations services to the University. This role reports to the Facility Operations Senior Manager and assists with various administrative and management functions.

Work Performed

• Receive and process customer work requests: Verify completeness of entries, enter information into the EAM (Enterprise Asset Management) System, issue Work Orders (WO), assign to the appropriate supervisor, and close work orders upon completion.
• Communicate with customers to determine the full scope of work and its priority. Keep the customer informed on the status of the WO until completion and customer satisfaction.
• Follow published work priority systems for 24/7 emergency responses and daily scheduled and unscheduled WOs.
• Administer the Preventive Maintenance (PM) tracking and documentation programs: Assign and distribute work to the appropriate supervisor, review scope and frequency of assignments, and adjust as needed.
• Write job plans, Job Hazard Analysis (JHA), and Lockout Tagout (LOTO) procedures for work to be performed.
• Identify and secure resources: Ensure materials and equipment are available for the job and arrange for alternatives as needed.
• Maintain consistent contact with Facility Operations staff and customers for planning and scheduling access to work areas for mechanics.
• Generate and provide performance reports: Produce reports on overtime, work backlog, equipment repair history, trouble calls, work orders, and customer satisfaction.
• Estimate job requirements for PM activities, including determining the number of staff and labor hours needed.
• Coordinate work request priorities: Develop weekly schedules, review the status of scheduled WOs with supervisors, and discuss new work orders.
• Work with other planners to create and maintain an integrated Facility Operations Master Schedule.
• Submit written notifications to departments to coordinate upcoming shutdowns.
• Utilize EAM software to manage WO history, track job status, and monitor repair costs.
• Coordinate with outside services: When necessary, recommend and procure external services to meet scheduling needs.
• Identify opportunities for improvement: Suggest process, planning, or performance improvements based on work order flow and project demands.
• Review utilization and cost data to recommend corrective actions to reduce costs.
• Ensure all work follows safety protocols: Adhere to Facility Operations Safety Program and OSHA regulations.
• Develop strong relationships with supervisors and staff to ensure uninterrupted service.
• Participate in emergency preparedness planning and emergency response activities.
• Act as a subject matter expert (SME) on EAM functionality and train others in its proper use.
• Perform other duties as assigned.

Preferred Qualifications

Education & Experience

• AS degree in engineering, operations, or computer science. BS degree preferred.
• OR three or more years of experience in an operations planner role or operations leadership position.
• OR an equivalent combination of relevant education and experience.

Work requires knowledge of building maintenance and work order management, typically acquired through 2 years of experience supporting customers and skilled trade team members in building operations, maintenance, construction, or similar service environments.

Knowledge, Skills, and Abilities

• Advanced knowledge of common building HVAC system types and maintenance issues.
• Excellent analytical, troubleshooting, applied creativity, and problem-solving skills.
• Strong oral and written communication skills; ability to communicate effectively with a wide range of audiences, including faculty, staff, and students.
• Ability to create and maintain positive customer and stakeholder relationships.
• High attention to detail; able to document requests thoroughly, accurately, and consistently with little supervision.
• Proficient in work order management software (Infor EAM) or CMMS.
• Strong computer skills, including MS Office (Word, Excel, PowerPoint, and Outlook).

Minimum Qualifications

Education

Work requires communication, coordination and trades skills normally acquired through a high school education plus two years of specialized training in the building trades.

Experience

Work requires a broad knowledge of building systems, equipment, OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE renovations, and maintenance normally acquired through five yearsof experience in one or more of the skilled trades.

Duke is an Affirmative Action/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, sexual orientation, or veteran 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 essentialjob functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.