Maintenance Planner Assistant

Job Summary

The Maintenance Planner Assistant is responsible for supporting the planning, scheduling, tracking, and documentation of Planned Preventive Maintenance (PPM) activities across facility operations. The role assists in maintaining maintenance records, coordinating documentation submissions, monitoring maintenance progress, updating tracking databases, and supporting client reporting requirements.

The Maintenance Planner Assistant works closely with engineers, technicians, vendors, and clients to ensure maintenance activities are properly planned, documented, and completed in accordance with operational requirements, safety standards, and client expectations. The role also supports continuous improvement of maintenance planning processes and administrative coordination of day-to-day facility operations.

Key Responsibilities

1. PPPM Planning and Documentation Management

• Assist in identifying pending or outdated Method of Procedures (MOPs), Risk Assessments (RAs), and PPM checklists, and coordinate with the respective engineers to ensure documents are prepared or revised as required.
• Track MOP submission and approval dates for document control and KPI monitoring purposes.
• Assist in ensuring all required maintenance documents are submitted, reviewed, and approved prior to scheduled PPM activities.

2. PPM Tracking and Database Updates

• Maintain and update the PPM Master Tracker, including daily completed maintenance units and overall PPM completion status.
• Update Monthly and Weekly Tracking Sheets with assigned personnel, estimated start and end dates, MOP links, and RA approval statuses by the second week of each month.
• Record actual start and completion dates, work progress, delays, major findings, and relevant service report links for ongoing PPM activities.
• Maintain accurate records of MOP, RA, and Permit to Work (PTW) submission and approval statuses.
• Ensure consistency across PPM tracking spreadsheets, daily reports, and weekly presentation materials.

3. Weekly Client Reporting and Meeting Coordination

• Assist in preparing and updating weekly PPM progress trackers and presentation materials for client meetings.
• Consolidate weekly updates on PPM completion, maintenance report status, outstanding defects, findings, and summary reports.
• Update client findings and feedback in the designated reporting tracker and follow up with the relevant teams.
• Prepare Minutes of Meeting (MoM) following weekly client meetings.

4. PPM Asset Register Management

• Assist in implementing, updating, and scheduling PPM activities within the CMMS platform.
• Support maintenance asset data management and ensure records are kept accurate and up to date.
• Assist in monitoring maintenance schedules and reporting overdue activities.

Key Competencies

• Planning and scheduling coordination
• Documentation control and report management
• Data management and accuracy
• KPI monitoring and reporting
• Time management and prioritisation
• Problem-solving and follow-up
• Proactive communication and teamwork
• CMMS administration and maintenance tracking

Requirements and Qualifications

• Diploma or Bachelor's Degree in Electrical Engineering, Mechanical Engineering, Facilities Management, or a related field.
• Basic understanding of Planned Preventive Maintenance (PPM), maintenance scheduling, and technical documentation.
• Proficient in Microsoft Excel, Word, and PowerPoint.
• Experience using Computerized Maintenance Management Systems (CMMS) is an advantage.
• Strong organizational and administrative skills with attention to detail.
• Ability to coordinate multiple tasks and meet reporting deadlines.
• Fresh graduates are encouraged to apply; relevant maintenance planning or facilities experience will be an added advantage.

Pay: RM4,000.00 - RM4,500.00 per month

Benefits:

• Health insurance
• Maternity leave
• Opportunities for promotion

Work Location: In person

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