Maintenance planning and support specialist

The Maintenance Planning & Support Specialist provides maintenance scheduling, planning, reporting, data management, and administrative support to ensure maintenance activities are effectively planned, coordinated, tracked, and completed. This position works closely with Maintenance Management, supervisors, planners, technicians, and other functional organizations to track maintenance, monitor work execution, develop performance reports, and support continuous improvement of maintenance operations.

The ideal candidate is highly organized, detail-oriented, analytical, and proficient in Microsoft Excel. Experience with IBM Maximo or another computerized maintenance management system (CMMS) is highly desirable.

This position is located at NASA's Wallops Flight Facility near Wallops Island, VA.

Key Responsibilities

Maintenance Scheduling & Planning

• Develop, maintain, and update weekly, monthly, and long-range maintenance schedules.
• Coordinate scheduled maintenance activities with supervisors, technicians, operations, and other stakeholders.
• Monitor scheduled work to ensure activities are properly planned, prioritized, and executed.
• Identify schedule conflicts, resource constraints, overdue work, and potential impacts to maintenance objectives.
• Track maintenance work orders from planning through completion and ensure accurate status updates.
• Assist with developing maintenance plans, schedules, and workload forecasts.
• Support the coordination of preventive, calibration, and predictive maintenance activities.
• Maintain accurate maintenance calendars and workload projections.

Maintenance Management System / Data Management

• Enter, update, and maintain maintenance data within the CMMS.
• Monitor work order data for accuracy, completeness, and timely updates.
• Track preventive maintenance compliance, overdue work, backlog, labor utilization, and other maintenance performance indicators.
• Assist with data cleanup and validation to improve the accuracy and reliability of maintenance records.
• Identify data discrepancies and coordinate corrections with appropriate personnel.

Reporting & Analytics

• Develop, maintain, and distribute recurring maintenance reports and dashboards.
• Create Excel spreadsheets and reports used to monitor maintenance performance, workload, schedules, backlog, and key performance indicators.
• Analyze maintenance data and identify trends, discrepancies, and areas requiring management attention.
• Develop and maintain Excel-based tracking tools, dashboards, charts, and data summaries.
• Consolidate information from multiple sources into clear and accurate management reports.
• Support the development and tracking of maintenance Key Performance Indicators (KPIs).
• Prepare ad hoc reports and analyses in response to management requirements.

Maintenance Administrative Support

• Provide day-to-day administrative and analytical support to the Maintenance organization.
• Prepare meeting materials, status reports, schedules, action-item trackers, and other maintenance documentation.
• Maintain organized electronic records and maintenance documentation.
• Track maintenance action items and follow up with responsible personnel as necessary.
• Assist with audits, inspections, program reviews, and management presentations.
• Support continuous improvement initiatives and process-development activities.

Communication & Coordination

• Serve as a central point of coordination for maintenance scheduling and related information.
• Work effectively with Maintenance Manager and Service Area supervisors, planners, technicians, engineering, and management.
• Participate in maintenance planning meetings and provide current schedule and performance information.
• Escalate scheduling, workload, data, and resource issues that may affect maintenance performance to the Maintenance Manager.

Required Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in business, maintenance management, operations, engineering, or a related field preferred.
• Microsoft Excel proficiency is a required qualification. Candidates must demonstrate the ability to develop, maintain, analyze, and present maintenance data using Excel, including formulas, pivot tables, lookups, charts, and recurring management reports.
• Strong organizational and time-management skills.
• Strong attention to detail and ability to maintain accurate records.
• Ability to manage multiple priorities and meet established deadlines.
• Strong written and verbal communication skills.
• Ability to analyze information, identify discrepancies, and develop practical solutions.
• Experience working in a maintenance, operations, manufacturing, facilities, aerospace, or industrial environment preferred.

Preferred Qualifications

• Experience with IBM Maximo or another Computerized Maintenance Management System (CMMS).
• Experience developing maintenance schedules and work plans.
• Experience with maintenance KPIs and performance reporting.
• Experience creating charts, formulas, and data analysis tools.
• Understanding of preventive, corrective, and predictive maintenance processes.
• Experience supporting Reliability-Centered Maintenance (RCM), asset management, or maintenance optimization programs.
• Experience working in a government, aerospace, or regulated environment preferred.

Technical Skills

The successful candidate should be proficient in:

• Microsoft Excel — required
• Microsoft Word and PowerPoint --- required
• Microsoft Outlook
• Computerized Maintenance Management Systems (CMMS)
• IBM Maximo — preferred
• Data analysis and reporting --- required
• Maintenance scheduling and tracking
• KPI development and performance reporting

Excel proficiency should include, at minimum:

• Formulas and functions
• Sorting and filtering
• Pivot tables
• Charts and graphs
• Conditional formatting
• Data validation
• Lookup functions
• Data organization and reconciliation
• Development of recurring reports and tracking spreadsheets

Key Competencies

• Organization and attention to detail
• Analytical thinking
• Planning and prioritization
• Problem solving
• Data accuracy
• Communication
• Teamwork
• Accountability
• Customer service
• Ability to work independently
• Ability to manage changing priorities
• Continuous improvement mindset

Clearance Level Required:

• NASA Public Trust (Tier 1)
• U.S. Citizen

ARES Benefits:

ARES offers a competitive compensation and benefit package. Full time employees may participate in:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• HSA/FSA Accounts
• Life & Disability Insurance
• Critical Illness & Accident Insurance
• 401(k) Plan
• Paid Time Off & Holidays

ARES is an equal opportunity employer and complies with E-Verify. We believe in hiring a diverse workforce and fostering an inclusive culture. We are committed to non-discrimination on any protected basis, such as disability and veteran status, or any other basis covered under applicable law. ARES shall abide by the requirements of 41 CFR 60-1.4(a), 60-300.5(a) and 60-741.5(a).