WHAT DOES A FACILITIES PLANNER DO?
Updated: Jun 12, 2025 - The Facilities Planner utilizes industry-standard methodologies to prioritize and schedule all maintenance, calibrations, and equipment qualifications, ensuring efficiency and reliability. Plans and oversees facility shutdowns and projects, aligning with organizational objectives and leading maintenance activities to optimize operations. Coordinates with vendors and manages procurement while actively developing maintenance strategies and tracking performance metrics to enhance facility management.
A Review of Professional Skills and Functions for Facilities Planner
1. Facilities Planner Duties
- Project Management: Plan, develop, lead, coordinate, and monitor the execution of projects in a fast-growing and dynamic environment.
- Quality Assurance: Evaluate all key project deliverables, as well as the final project to ensure traceability of requirements, high quality, within budget, delivery timelines, and customer acceptance.
- Project Organization: Ensure projects are well planned and organized, including the scope of the project, communication plans to contractor(s) and customer to ensure minimal impact on customers' production operations.
- Change Management: Prepare change orders to original project scope, ensure appropriate approval and communicate changes to internal/external customers and the contractor(s).
- Resource Management: Participate in cross-project planning to resolve conflicts in project resources, schedule, and scope.
- Communication Skills: Establish and maintain strong communication and interpersonal skills for all phases of the planned project.
- Stakeholder Communication: Communicate progress, risks, expectations, timelines, and other key project metrics to internal and external customers.
- Financial Forecasting: Accurately forecast revenue, profitability, margins, and bill rates.
- Financial Management: Maintain timely and accurate invoicing and purchasing receipts for projects.
- Customer Satisfaction: Continually seek opportunities to increase customer satisfaction.
- Procurement Coordination: Coordinates with the Assistant Director as needed during the implementation phase to effectuate purchasing order requests for general trades construction scheduling (e.g., electric, fire alarm, mechanical, access control);
- Status Reporting: Provides regular and timely status updates to management and customers during construction, furniture installation, and moves.
2. Facilities Planner Details
- Methodology Application: Use current industry standard methodologies to prioritize, plan, and schedule all corrective and preventive maintenance, calibrations, and equipment qualifications for the maintenance team and external service providers.
- Project Scheduling: Plan and schedule facility shutdowns and projects to meet organizational objectives.
- Maintenance Leadership: Lead maintenance activities and the work order backlog in the CMMS/AMMS.
- Maintenance Planning: Develop maintenance plans and weekly schedules for the maintenance team.
- Meeting Leadership: Lead weekly planning and scheduling meetings and attend daily maintenance meetings.
- KPI Management: Develop, track, and report maintenance KPI’s to facilities management.
- Vendor Coordination: Coordinate planned work activities with vendors and service contractors.
- Procurement Management: Manage the procurement of parts required for work activities and inventory replenishment.
- Budget Management: Assist in developing P&E and expense budgets for proposed projects and lead projects.
- Facility Coordination: Point of Contact for seating, facilitating move-ins and move-outs.
- Relationship Management: Manage and maintain relationships with service vendors.
- Regulatory Liaison: Interfaced with regulators and government officials as needed to obtain permits and approvals for work.
3. Facilities Planner And Space Planning Analyst Responsibilities
- Feasibility Management: Manage feasibility studies for future development and construction projects, including leading, coordinating, and participating in multi-disciplinary, cross-departmental project teams.
- Strategy Development: Develop project charters and project implementation strategies that define project requirements, goals, objectives, risks, financial impact, and deliverables.
- Stakeholder Engagement: Gather and validate information with various stakeholders.
- Strategic Planning: Manage updates to the Facilities Asset Strategic Plan or other strategic planning documents.
- Space Planning: Serves as the county's space planner by maintaining a list of current and future vacant spaces, meeting with programs to learn about space needs.
- Space Advisory: Providing advice on space configuration options, maintaining space planning policies and guidelines, and working with colleagues in FPM to find space solutions for programs.
- Meeting Facilitation: Facilitate meetings with various stakeholders and give presentations on findings and recommendations to program and FPM leadership and, at times, to the Board of County Commissioners and external stakeholders.
- Procurement Oversight: Develop procurement documents such as requests for proposals, draft components of project contracts in collaboration with contracting staff and County attorneys, and serve as the contract administrator for projects you are leading.
- Project Support: Provide assistance to FPM staff, such as serving as a project assistant on a design or construction project, assisting management with the administration of commercial condominiums, and working on special projects for management.
4. Facilities Planner Accountabilities
- Design Oversight: Oversee architectural brand and design across the region.
- Supplier Management: Onboard and manage key day 2 furniture suppliers for the EMEA region.
- Wellbeing Support: Liaise with HR & EHS to support employee wellbeing initiatives, to support, retain, and recruit talent.
- Stakeholder Liaison: Be the key liaison between project design teams and internal stakeholders on workplace projects.
- Process Improvement: Create processes for site experience and find opportunities to improve, streamline, and standardize across the region.
- Change Leadership: Lead change management within workspace-related initiatives.
- Activity-Based Leadership: Lead and facilitate activity-based working in the region.
- Global Coordination: Support teams on global planning projects to be carried out in the region.
- Space Management: Manage large-scale people moves and layout changes.
- Design Production: Produce basis of design for projects & New offices, including room data sheets.
- Design Consultation: Advise on 3rd party office design to create environments that increase productivity.
5. Facilities Planner Functions
- Document Improvement: Work with the Facility Management team to improve documents and route them in the CelDox system.
- SOP Review: Assist with the Periodic review of SOP’s pertaining to the GMP Facilities and ECQ departments.
- Scheduling: Work with the Facility Management team to assign internally shared HVAC, Calibration, and Electrical trades according to demand and priority.
- Vendor Verification: Confirm that incoming vendors are appropriately trained for work that is being performed.
- Resource Assignment: Work with the Facility Management team to assign parts and tools required for maintenance activities and re-stock accordingly.
- Metric Updating: Maintain and update metrics monthly.
- Reporting: Provide reports to support validation requirements, deviations.
- Maintenance Planning: Coordinates PM work orders with Facility Management, the affected departments, or outside vendors.
- Documentation Management: Upload supporting maintenance or calibration documentation to CMMS.
- Compliance Promotion: Promotes and maintains compliance with corporate, safety, security, and regulatory policies.
- Training Maintenance: Maintains all assigned Corporate, Facilities, GMP, and EHS training.