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Position Title: Maintenance Planning Specialist (MPS)

Department: Facilities / Engineering

Location: Penang

Employment Type: Permanent

Position Overview

The Maintenance Planning Specialist (MPS) is responsible for planning, coordinating, and optimizing maintenance activities to ensure high asset reliability, operational efficiency, and regulatory compliance. This role focuses on preventative and corrective maintenance planning, work order management, asset data integrity, resource coordination, and performance analytics. The MPS serves as a key link between maintenance execution teams, operations, procurement, and management, utilizing IBM Maximo as the primary Computerized Maintenance Management System (CMMS).

Key Responsibilities

1. Maintenance Planning & Scheduling

• Develop, implement, and continuously improve preventative maintenance (PM) programs to minimize equipment downtime and extend asset life.

• Analyze historical maintenance data, asset performance trends, and failure records to determine optimal maintenance frequencies and strategies.

• Coordinate maintenance schedules with operations teams to minimize business disruption and ensure efficient resource utilization.

• Review, evaluate, and prioritize maintenance activities based on asset criticality, safety requirements, and operational risk.

2. Work Order Management

• Create, update, and manage maintenance work orders within IBM Maximo for planned, corrective, and breakdown maintenance.

• Assign work orders to appropriately qualified technicians and monitor progress to ensure timely and quality execution.

• Verify completed work orders and ensure proper documentation, technical feedback, and compliance with maintenance standards before closure.

• Manage work order backlogs, ensuring proper prioritization and alignment with operational and business objectives.

3. Asset Management & Data Integrity

• Maintain accurate and up-to-date asset records, including asset hierarchy, location data, condition status, and technical specifications.

• Record asset failures, coordinate corrective actions, and support asset replacement or refurbishment planning when required.

• Conduct periodic audits to ensure compliance with asset tagging, location hierarchy accuracy, PM execution, and job plan implementation.

• Ensure configuration management and integrity of the asset register within the CMMS.

4. Resource & Materials Planning

• Forecast maintenance resource requirements.

• Optimize maintenance schedules to maximize technician productivity and minimize operational conflicts.

• Coordinate and manage maintenance activities involving external contractors and service providers.

5. Reporting, Analytics & Performance Monitoring

• Generate and maintain maintenance reports related to work orders, PM compliance, asset performance, and backlog status.

• Track technician labor hours and maintenance costs to support budgeting, job costing, and financial reporting.

• Develop and improve maintenance databases, data collection processes, and analytical frameworks to enhance reporting accuracy and efficiency.

• Monitor and report key maintenance KPIs, including equipment availability, maintenance cost trends, PM effectiveness, and schedule compliance.

6. System Support & Continuous Improvement

• Provide functional support to maintenance and operations teams for IBM Maximo usage and data-related issues.

• Collaborate with cross-functional teams to define reporting requirements and develop dashboards and data visualizations.

• Identify opportunities for process improvement and support the implementation of best practices in maintenance planning and execution.

• Ensure adherence to established procedures, data governance standards, and reporting guidelines.

Qualifications & Experience

Education

• Diploma or Bachelor’s Degree in Engineering (Mechanical, Electrical, Instrumentation, Facilities Management, or related discipline).

Experience

• Minimum 3–5 years of experience in maintenance planning, maintenance engineering, or facilities management.

• Hands-on experience using IBM Maximo or a similar CMMS platform is strongly preferred.

• Experience in industrial, manufacturing, data center, healthcare, or large-scale facilities environments is an advantage.

Skills & Competencies

• Strong knowledge of maintenance planning principles, preventative maintenance strategies, and asset management practices.

• Proficiency in IBM Maximo work order management, PM setup, and asset data management.

• Analytical mindset with strong reporting and data analysis skills.

• Excellent coordination, communication, and stakeholder management abilities.

• Strong attention to detail and commitment to data accuracy and compliance.

• Ability to work independently while collaborating effectively with cross-functional teams.

• Proficient in Microsoft Excel and reporting tools, knowledge of data visualization tools is an advantage.

Key Performance Indicators (KPIs)

• Preventative Maintenance (PM) compliance rate

• Work order schedule adherence

• Maintenance backlog health

• Asset availability and reliability

• Maintenance cost control and job costing accuracy

• Data accuracy and CMMS compliance

Location:

On-site –Bayan Lepas, Malaysia

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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