Maintenance Planner & CMMS

The Maintenance Planning & CMMS Coordinator is responsible for administering and optimizing the Computerized Maintenance Management System (CMMS), planning and scheduling preventive and corrective maintenance activities, and supporting reliability initiatives across manufacturing, laboratory, facilities, utilities, and support equipment within a GMP-regulated pharmaceutical CDMO environment. This role ensures maintenance activities are effectively planned, documented, tracked, and executed in compliance with cGMP, FDA, and company quality requirements.

The ideal candidate serves as the liaison between Engineering, Facilities, Validation, Manufacturing, Quality, and external contractors to maximize equipment uptime, improve asset reliability, and maintain regulatory compliance.

Responsibilities

CMMS Administration

• Manage and maintain the CMMS database, ensuring asset records, equipment hierarchies, preventive maintenance plans, calibration schedules, spare parts, and work orders remain accurate and current.
• Create, revise, and retire preventive maintenance (PM) tasks and job plans.
• Ensure maintenance records meet GMP documentation standards and data integrity requirements.
• Generate maintenance performance reports, KPIs, and metrics from the CMMS.
• Support CMMS system upgrades, enhancements, validation activities, and user training.
• Maintain equipment master data, bill of materials (BOMs), and asset criticality classifications.

Maintenance Planning & Scheduling

• Develop and maintain weekly and monthly maintenance schedules.
• Plan labor, materials, permits, tooling, and contractor requirements for maintenance activities.
• Coordinate preventive, predictive, corrective, and shutdown maintenance activities.
• Prioritize maintenance work orders based on asset criticality, operational impact, and compliance requirements.
• Monitor work order backlog and recommend resource allocation strategies.
• Facilitate daily and weekly maintenance planning meetings.

GMP & Regulatory Compliance

• Ensure maintenance activities comply with cGMP, FDA, ICH, OSHA, and company quality requirements.
• Support internal audits, customer audits, and regulatory inspections.
• Maintain documentation supporting equipment qualification and validated state requirements.
• Assist with CAPA investigations related to equipment and facility issues.
• Support change controls, deviations, and quality investigations impacting maintenance programs.

Reliability & Continuous Improvement

• Analyze equipment history and maintenance trends to identify recurring failures and reliability opportunities.
• Support predictive maintenance programs and reliability-centered maintenance initiatives.
• Develop KPIs including:
• PM compliance
• Schedule compliance
• Work order closure rates
• Equipment uptime
• Mean Time Between Failure (MTBF)
• Mean Time To Repair (MTTR)
• Maintenance backlog
• Recommend process improvements to increase equipment reliability and operational efficiency.
• Support asset lifecycle management activities.

Inventory & Spare Parts Management

• Coordinate and maintain critical spare parts inventories.
• Work with Procurement and Warehouse teams to ensure materials availability for scheduled work.
• Track vendor performance and service contracts.
• Support inventory accuracy and cycle count activities.

Cross-Functional Support

• Collaborate with Manufacturing, Validation, Facilities, Engineering, Quality Assurance, Quality Control, and Metrology teams.
• Assist with commissioning, qualification, and startup of new equipment and facilities.
• Support facility shutdown planning and execution.
• Coordinate external service providers and contractors during maintenance activities.

Qualifications

Education

• Associate’s degree in Engineering Technology, Industrial Maintenance, Facilities Management, Mechanical Engineering, Electrical Engineering, or related field required.
• Bachelor’s degree preferred.

Experience

• Minimum 3-5 years of maintenance planning, CMMS administration, facilities, manufacturing, or engineering experience.
• Experience in pharmaceutical, biotechnology, medical device, or CDMO manufacturing environments preferred.
• Experience working in GMP-regulated facilities required.
• Experience with maintenance planning and scheduling methodologies preferred.

Technical Skills

• Proficiency with CMMS platforms such as:
• Maximo
• eMaint
• Maintenance Connection
• SAP PM
• Blue Mountain RAM
• Fiix
• Strong Microsoft Excel, Word, Power BI, and Outlook skills.
• Understanding of pharmaceutical manufacturing equipment and utility systems including:
• HVAC
• Chillers
• Boilers
• Compressed air systems
• Water systems
• Manufacturing process equipment
• Packaging equipment
• Laboratory equipment