JOB PURPOSE: 

To prepare, coordinate, and maintain maintenance schedules, workforce deployment, resource allocation, and work management activities to support the safe, efficient, and cost-effective delivery of maintenance operations. The role ensures effective scheduling, rostering, material planning, work order management, and performance reporting while supporting operational continuity and compliance with regulatory and company requirements. The position supports planning activities by maintaining accurate data, coordinating with stakeholders, monitoring operational performance, and contributing to continuous improvement initiatives across the maintenance organization.

RESPONSIBILITIES/DUTIES 

Scheduling & Workforce Planning

• Prepare, maintain, and update short-, medium-, and long-term maintenance schedules for employees and contractors. 

• Support the preparation of schedules that balance operational requirements with workforce availability, leave plans, training schedules, and business priorities. 

• Coordinate with maintenance and operations teams to align workforce schedules with preventive maintenance, corrective maintenance, inspections, and projects. 

• Ensure compliance with working time regulations, company policies, and operational requirements. 

Rostering Management

• Prepare, maintain, and update workforce rosters to ensure adequate operational coverage while considering leave, sickness, training, and other workforce requirements. 

• Monitor roster compliance and adjust schedules to accommodate operational disruptions, emergency requirements, or staffing shortages. 

• Support the implementation of automated rostering solutions and identify opportunities for process improvements to enhance scheduling efficiency and accuracy. 

• Maintain accurate and auditable records of roster changes, approvals, and schedule updates. 

Resource Planning & Optimization

• Monitor workforce utilization and identify capacity constraints, resource gaps, and operational inefficiencies. 

• Analyze workforce utilization trends and support the development of recommendations to optimize resource deployment and operational efficiency. 

• Support budget monitoring activities by providing workforce planning, scheduling, and resource utilization reports. 

• Contribute to cost optimization initiatives through effective workforce planning and resource allocation. 

Material Planning & Coordination

• Monitor material requirements based on maintenance schedules, projects, and operational activities. 

• Coordinate with Procurement and Stores teams to ensure timely availability of spare parts, consumables, and maintenance materials. 

• Align material availability with maintenance plans to minimize operational delays. 

• Monitor material consumption against planned usage and report shortages, variances, or inefficiencies. 

Overtime Monitoring & Workforce Analysis

• Monitor overtime utilization across departments and identify trends and improvement opportunities. 

• Prepare periodic reports highlighting overtime drivers, operational impacts, and cost implications. 

• Support departments by providing workforce planning analysis and overtime-related data. 

• Incorporate overtime performance into operational dashboards and management reports. 

Data Analysis & Dashboard Management

• Maintain and update operational dashboards providing visibility of scheduling performance, workforce utilization, overtime, material availability, and operational costs. 

• Ensure reporting dashboards are accurate, user-friendly, and aligned with management reporting requirements. 

• Coordinate with IT and relevant stakeholders to integrate scheduling and reporting systems with CMMS platforms and other business applications. 

• Analyze operational data and generate reports to support informed decision-making. 

Work Order Management

• Support the timely and accurate closure of work orders within IBM Maximo by ensuring complete maintenance documentation. 

• Coordinate with maintenance teams to verify labor hours, material usage, and completion records. 

• Monitor outstanding work orders and escalate overdue activities where necessary. 

• Ensure compliance with CMMS documentation standards, audit requirements, and reporting procedures. 

• Support maintenance teams in following standardized work order documentation practices. 

Project Planning & Coordination

• Monitor project schedules, milestones, resource allocation, and material requirements. 

• Track project resource utilization and budget performance throughout execution. 

• Prepare project progress reports highlighting risks, delays, resource constraints, and corrective actions. 

Cross-Functional Coordination

• Collaborate with Operations, Engineering, HR, Procurement, Finance, Safety, and Logistics teams to ensure alignment of planning and scheduling activities. 

• Coordinate workforce and resource planning to support maintenance, operational priorities, and special projects. 

• Support planning for major maintenance activities, public holidays, shutdowns, and special operational events. 

• Prepare planning reports and resource analyses to support management decision-making. 

Continuous Improvement & Compliance

• Monitor and report KPIs related to scheduling efficiency, workforce utilization, overtime management, material planning, and work order performance. 

• Support the implementation of digital tools and system enhancements to improve planning efficiency. 

• Ensure planning, scheduling, and work management activities comply with safety, quality, regulatory, and company requirements. 

Safety Responsibilities

• Promote a positive safety culture within the workplace and attend any safety-related meetings or briefings as required within the job role.

• Comply with the requirements of RDMC RQHSE Policy and Safety Management System.

• Be mindful that Safety, Security, and Environmental protection are everyone’s responsibility.

ESSENTIAL QUALIFICATIONS, KNOWLEDGE & EXPERIENCE

Qualifications

• Bachelor's degree in Business Administration, Project Management, Operations Management, Supply Chain Management, or a related discipline. 

Knowledge

• Proficiency in Computerized Maintenance Management Systems (CMMS), preferably IBM Maximo. 

• Good understanding of maintenance planning, scheduling, resource management, and workforce coordination principles. 

• Strong knowledge of work order management processes. 

• Experience in KPI monitoring, performance measurement, and operational reporting. 

• Strong analytical and data interpretation skills. 

• Advanced proficiency in Microsoft Office applications, particularly Excel. 

• Good understanding of workforce planning, rostering, and overtime management. 

• Familiarity with reporting tools, dashboards, and data visualization techniques. 

• Strong organizational, planning, and coordination skills.  

Experience

• 0–3 years of experience in scheduling, planning, project coordination, or resource management will also be considered.

• experience in maintenance planning, scheduling, workforce planning, or resource coordination. 

• Experience within a railway, transportation, industrial, or asset-intensive maintenance environment is preferred. 

• Experience using IBM Maximo or similar CMMS platforms is preferred. 

• Exposure to change management initiatives and continuous improvement practices is an advantage.

DESIRED BEHAVIORS & EXPERIENCES

• Safety-First Commitment: Demonstrates commitment to safety by following procedures and supporting compliance with safety, quality, and regulatory requirements. 

• Planning and Organizational Skills: Effectively plans, prioritizes, and coordinates daily scheduling and resource planning activities. 

• Attention to Detail: Maintains a high level of accuracy in schedules, reports, work orders, and operational records. 

• Communication and Teamwork: Collaborates effectively with cross-functional teams and communicates clearly with internal stakeholders. 

• Coordination Skills: Coordinates planning and scheduling activities to support operational requirements and business priorities. 

• Customer and Operational Support Orientation: Delivers responsive support to internal stakeholders while maintaining service quality. 

• Accountability and Ownership: Takes responsibility for assigned activities, meets commitments, and follows through on deliverables. 

• Continuous Improvement Mindset: Identifies opportunities for process improvements and supports the implementation of planning and scheduling enhancements. 

• Adaptability: Responds effectively to changing operational priorities and works efficiently in dynamic environments. 

• Time Management: Manages multiple priorities and consistently meets deadlines.