How to hire a maintenance scheduler/planner

How to hire a maintenance scheduler/planner, step by step

Here's a step-by-step maintenance scheduler/planner hiring guide:

• Step 1: Identify your hiring needs
• Step 2: Create an ideal candidate profile
• Step 3: Make a budget
• Step 4: Write a maintenance scheduler/planner job description
• Step 5: Post your job
• Step 6: Interview candidates
• Step 7: Send a job offer and onboard your new maintenance scheduler/planner
• Step 8: Go through the hiring process checklist

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1. Identify your hiring needs

   The maintenance scheduler/planner hiring process starts by determining what type of worker you actually need. Certain roles might require a full-time employee, whereas part-time workers or contractors can do others.

   Determine employee vs contractor status

   Is the person you're thinking of hiring a US citizen or green card holder?

   Yes

   No

   A maintenance scheduler/planner's background is also an important factor in determining whether they'll be a good fit for the position. For example, maintenance scheduler/planners from different industries or fields will have radically different experiences and will bring different viewpoints to the role. You also need to consider the candidate's previous level of experience to make sure they'll be comfortable with the job's level of seniority.

   Here's a comparison of maintenance scheduler/planner salaries for various roles:

   Type of Maintenance Scheduler/Planner	Description	Hourly rate
   Maintenance Scheduler/Planner	Material recording clerks track product information in order to keep businesses and supply chains on schedule. They ensure proper scheduling, recordkeeping, and inventory control.	$24-44
   Inventory Control Coordinator	An inventory control coordinator is responsible for monitoring the adequacy of office inventory to ensure that the company has enough supplies to support the employees' needs for business operations. Inventory control coordinators manage supply chain systems, conduct inventory checks regularly, write inventory reports, create purchase requests, and file inventory documents on the database... Show more	$13-22
   Expeditor	The role of expeditors is to ensure the timely and efficient preparation and delivery of food. To accomplish this task, they also perform other duties, including managing inventory levels, managing supply requisition, and coordinating with subcontractors... Show more	$13-25

   Show more

2. Create an ideal candidate profile

   Common skills:

   • CMMS
   • Maintenance Planning
   • Industrial Maintenance
   • Maintenance Management System
   • Continuous Improvement
   • Maintenance Procedures
   • Plant Maintenance
   • Maximo
   • KPIs
   • OSHA
   • PMS
   • Maintenance Supervisors
   • Maintenance Tasks
   • Plant Equipment

   Check all skills

   Responsibilities:

   • Provide turnaround management services to support client's requirement in achieving successful projects.
   • Collect and enter into Maximo all facility and production equipment assets.
   • Develop MX4 CMMS database, implement preventative maintenance program and inventory management system, provide training on system.
   • Create reviewed and validate work orders in Maximo by creating job plans, bill of materials and labor plans.
   • Implement new web-base work order system that directly interface with MP2 computer maintenance management software.
   • Leverage subject matter expertise to execute CMMS system best practices to increase user efficiency and proficiency.

3. Make a budget

   Including a salary range in your maintenance scheduler/planner job description is one of the best ways to attract top talent. A maintenance scheduler/planner can vary based on:

   • Location. For example, maintenance scheduler/planners' average salary in wyoming is 48% less than in idaho.
   • Seniority. Entry-level maintenance scheduler/planners 45% less than senior-level maintenance scheduler/planners.
   • Certifications. A maintenance scheduler/planner with certifications usually earns a higher salary.
   • Company. Working for an established firm or a new start-up company can make a big difference in a maintenance scheduler/planner's salary.

   Average maintenance scheduler/planner salary

   $68,950yearly

   $33.15 hourly rate

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   Entry-level maintenance scheduler/planner salary

   $51,000 yearly salary

   Updated December 16, 2025

4. Writing a maintenance scheduler/planner job description

   A maintenance scheduler/planner job description should include a summary of the role, required skills, and a list of responsibilities. It's also good to include a salary range and the first name of the hiring manager. Below, you can find an example of a maintenance scheduler/planner job description:

   Maintenance scheduler/planner job description example

   + Department: Dof Repair & Maintenance
   
   + School Area: Department of Facilities
   
   + Employment Type: Full-Time
   
   + Employment Category: Exempt
   
   + Visa Sponsorship Available: No
   
   + Schedule: M-F, 7:00 A.M. - 3:00 P.M.
   
   Email a Friend Save Save Apply Now
   
   Information on MIT's COVID-19 vaccination requirement can be found at the bottom of this posting.
   
   PLANNER/SCHEDULER, REPAIR AND MAINTENANCE, Facilities-Repair and Maintenance, to support the maintenance program, campus-wide, and serve as a liaison between the maintenance teams that support 150 buildings within the campus portfolio consisting of approximately 13m GSF. Will review, analyze, and change equipment preventative maintenance needs across campus; focus on increasing the reliability of Facilities' equipment data; and establish appropriate tasks for mechanical, electrical, fire alarm, fire suppression, piping, and plumbing equipment by ensuring preventive and predictive maintenance practices and principles are developed, implemented, and monitored. Will work under the direction of the senior maintenance planner/scheduler.
   
   Job Requirements
   
   REQUIRED: a high school diploma or its equivalent; at least five years of trade or engineering experience; in-depth understanding of preventive and predictive maintenance practices and principles; extensive practical experience managing a preventative maintenance program with the planning and coordination of trade labor; familiarity with all types of mechanical, electrical, plumbing, piping, and fire alarms systems; experience using a maintenance planning system (preferably SAP); meticulous attention to detail; excellent communication and interpersonal skills; and comfort working in/on chases, rooftops, penthouse mechanical rooms, and electrical spaces. PREFERRED: associate's or bachelor's degree and experience using Excel spreadsheets, including pivot tables. Job #21816-8Working conditions: ascending/descending stairs; traversing the campus; moving about the jobsite and machinery to access equipment; remaining stationary for extended periods of time; and working from ladders, scaffolds, and other above-ground locations such as roofs; wearing of personal protective equipment as required by the specific assignment; exposure to dust, odors, and fumes, high levels of noise, and temperature extremes; working near steam and moving machinery, in tight areas and confined spaces such as manholes and crawl spaces, and with and around chemicals and solvents; performing duties in research labs and animal facilities and outdoors in inclement weather.The schedule for this position is Monday through Friday, 7:00 A.M. to 3:00 P.M.; but must also be available for off-hours emergencies and standby supervisory coverage on a rotating basis on weekends and holidays.MIT will conduct a background check (including Checking Criminal Records) for finalists.9/8/22

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5. Post your job

   There are various strategies that you can use to find the right maintenance scheduler/planner for your business:

   • Consider promoting from within or recruiting from your existing workforce.
   • Ask for referrals from friends, family members, and current employees.
   • Attend job fairs at local colleges to find candidates who meet your education requirements.
   • Use social media platforms like LinkedIn, Facebook, and Twitter to reach potential job candidates.

   Post your job online:

   • Post your maintenance scheduler/planner job on Zippia to find and recruit maintenance scheduler/planner candidates who meet your exact specifications.
   • Use field-specific websites.
   • Post a job on free websites.

6. Interview candidates

   Your first interview with maintenance scheduler/planner candidates should focus on their interest in the role and background experience. As the hiring process goes on, you can learn more about how they'd fit into the company culture in later rounds of interviews.

   You should also ask about candidates' unique skills and talents to see if they match the ideal candidate profile you developed earlier. Candidates good enough for the next step can complete the technical interview.

   The right interview questions can help you assess a candidate's hard skills, behavioral intelligence, and soft skills.

7. Send a job offer and onboard your new maintenance scheduler/planner

   Once you've selected the best maintenance scheduler/planner candidate for the job, it's time to write an offer letter. In addition to salary, this letter should include details about the benefits and perks you offer the candidate. Ensuring that your offer is competitive is essential, as qualified candidates may be considering other job opportunities. The candidate may wish to negotiate the terms of the offer, and you should be open to discussion. After you reach an agreement, the final step is formalizing the agreement with a contract.

   It's also good etiquette to follow up with applicants who don't get the job by sending them an email letting them know that the position has been filled.

   To prepare for the new maintenance scheduler/planner first day, you should share an onboarding schedule with them that covers their first period on the job. You should also quickly complete any necessary paperwork, such as employee action forms and onboarding documents like I-9, benefits enrollment, and federal and state tax forms. Finally, Human Resources must ensure a new employee file is created for internal record keeping.

8. Go through the hiring process checklist

   • Determine employee type (full-time, part-time, contractor, etc.)
   • Submit a job requisition form to the HR department
   • Define job responsibilities and requirements
   • Establish budget and timeline
   • Determine hiring decision makers for the role
   • Write job description
   • Post job on job boards, company website, etc.
   • Promote the job internally
   • Process applications through applicant tracking system
   • Review resumes and cover letters
   • Shortlist candidates for screening
   • Hold phone/virtual interview screening with first round of candidates
   • Conduct in-person interviews with top candidates from first round
   • Score candidates based on weighted criteria (e.g., experience, education, background, cultural fit, skill set, etc.)
   • Conduct background checks on top candidates
   • Check references of top candidates
   • Consult with HR and hiring decision makers on job offer specifics
   • Extend offer to top candidate(s)
   • Receive formal job offer acceptance and signed employment contract
   • Inform other candidates that the position has been filled
   • Set and communicate onboarding schedule to new hire(s)
   • Complete new hire paperwork (i9, benefits enrollment, tax forms, etc.)

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