Maintenance Excellence

Position Overview

The Maintenance Excellence role supports the effective execution and continuous improvement of the Maintenance Work Process (MWP). This position provides coordination, reporting, documentation, metrics, work-order management, planning and scheduling support, and accountability across Maintenance and Reliability activities. The role works closely with planners, schedulers, craft supervision, maintenance leadership, contractors, vendors, and area personnel to promote consistent work-process execution and improved maintenance performance.

Core Qualifications and Skills

• Skilled in SAP, Maximo, or other CMMS software. 
• Knowledgeable in invoicing and receiving accounts payable. 
• Ability to master the use of SAP for the Maintenance Work Process (MWP).
• Proficient computer skills, including Excel formatting, shortcuts, and pivot tables, with the ability to learn new software as needed.
• Proficient use of Microsoft Office products, including Excel, Word, and Outlook.
• Strong written and verbal communication skills.
• Ability to influence peers and support implementation of process improvements and organizational change.
• Ability to meet deadlines, prioritize competing demands, and work effectively in a fast-paced, dynamic environment.
• Results-oriented and proactive approach, including the ability to recognize needs and take appropriate action.
• Strong organizational and time-management skills for managing daily, weekly, and monthly time-sensitive responsibilities.
• Strong attention to detail.
• Ability to understand basic math and statistics and apply them to maintenance metrics and performance reporting.
• Previous experience with industrial maintenance work processes and documentation is helpful.

Key Responsibilities

Maintenance Work Process (MWP)

• Understand and execute assigned Maintenance Work Process responsibilities to support work-process cohesion, consistency, and collaboration.
• Execute assigned MWP responsibilities accurately and within prescribed timelines.
• Develop and communicate maintenance metrics, identify opportunities for improvement, and provide training or coaching when improvement opportunities are identified.
• Monitor adherence to the MWP across departments and redirect or coach personnel as needed to improve maintenance performance.
• Support emergency work-order management.
• Assist with purchase orders, invoicing, work-order review, and work-order closure.
• Assist MWP with budget management, reviewing budget forecast, questioning high spend and pushing for capital cost requests. 

Planning Support

• Record and report Planner Productivity.
• Support Planned Materials Delivery Surveillance and supplement Materials Coordination activities.
• Monitor SAP reports for planned work orders awaiting material delivery.
• Monitor and ensure proper assignment of AMTC and RTS User Statuses.
• Advance work-order status from AMTC to RTS when materials are received.
• Communicate material availability with Schedulers.
• Support Capital Approval for Funding Process.

Scheduling Support

• Monitor and assist with crew-availability reporting and management.
• Work with the Maintenance Execution Manager, Contractor Maintenance Superintendent and staff, Tank Maintenance Superintendent and staff, and Craft Supervisors to develop and maintain craft training schedules, shift schedules, and other non-maintenance assignments for crew-availability planning.
• Produce weekly and daily maintenance schedules.
• Email, print, and post weekly and daily schedules as directed.
• Print schedules, Daily Field Execution Reports, work orders, and planning packages for Work Execution Teams.
• Prepare documentation for the Upcoming Week’s Schedule Review Meeting and Weekly Planning & Scheduling Priority Setting Meeting.

Work Execution Support

• Prepare Planning, First Wrench Time, First Start, Productivity Observation, and Audit documentation; record and report results when returned.
• Assist with contacting external service providers in support of field-work execution.
• Assist with collecting and posting daily schedule updates.
• Record schedule variances using applicable reason codes, roadblocks, and work completed in addition to or in place of scheduled work.

Backlog Management Support

• Run weekly CNF, PCNF, and MFC work-order reports.
• Distribute reports to appropriate personnel for review.
• TECO or otherwise manage work orders based on review responses.

Work Order and Notification Closure

• TECO work orders and close notifications in accordance with the Maintenance Work Process.
• Record PM Object List completion records in SAP.
• Enter SAP Measuring Points when provided or existing.
• Verify material and service deliveries and completion status.
• Review and enter work-execution notes, notification event/failure codes, reliability information, equipment information, and historical data.
• Drive accountability with field craft personnel and/or supervisors to ensure required information is completed accurately and timely.
• Provide planning and scheduling feedback to the Planning & Scheduling Manager and communicate feedback to Planners and Schedulers.
• Enter M3 Notification Activity Reports as necessary using SAP IW25 or the equivalent Fiori tile.
• Monitor work-order returns to ensure work sent to the field is returned upon completion.

General Responsibilities

• Monitor and report work-order and notification backlogs, including Inspection/Mechanical Integrity Work Requests (IWR), Safety Work Requests, Reliability Work Requests, Regulatory PM Work Order inventory, and work orders awaiting material-delivery completion.
• Assist with maintaining and tracking Material & Service Requisitions and Purchase Orders, including increases and deliveries.
• Enter Service & Material Requisitions as requested.
• Manage and monitor Blanket/Standing Work Order and Blanket Purchase Order inventory.
• Create Standing/Blanket Orders, Blanket Requisitions, and Blanket Purchase Orders as requested and conduct an annual stakeholder review to determine what should be repeated, changed, or eliminated.
• Record activities posted against orders, requisitions, and purchase orders, including notifications, equipment, functional locations, cost centers, objects, services, and materials.
• Monitor PO spend and ensure spending does not exceed 100% of the PO without a decision point to increase the REQ/PO or stop work.
• Close orders, requisitions, and purchase orders when appropriate.
• Notify the SAP Master Data Maintainer of equipment or BOM changes in consultation with the Planning and Scheduling Manager.
• Notify PM Maintainers of necessary changes to PM plans and task lists.
• Assist Area personnel, vendors, buyers, engineers, and other stakeholders as needed.
• Assist the Scheduler with metrics collection, posting, and reporting.
• Document significant daily events for historical purposes.
• Train to serve as a backup PM Maintainer, Planner, and/or Scheduler.

Reliability and Maintenance Department Support

• Support Reliability and Maintenance Department activities as assigned.
• Monitor invoices and POs in COUPA and receive performed services in SAP for Reliability and Maintenance.
• Input PWRs into ServiceNow for capital projects as assigned.
• Develop event/outage cost-estimate templates and maintain event cost tracking as assigned.
• Perform other duties and responsibilities as directed by the supervisor.

Key Working Relationships

• Maintenance Execution Manager
• Planning & Scheduling Manager
• Planners and Schedulers
• Contractor Maintenance and Tank Maintenance leadership and staff
• Craft Supervisors and Work Execution Teams
• Area Operations leadership and Operations Maintenance Coordinators
• Reliability, Process, Inspection and HSSE personnel
• Vendors and procurement
• SAP Master Data Maintainers and PM Maintainers

Performance Expectations

• Execute assigned responsibilities accurately and within established timelines.
• Promote accountability and adherence to the Maintenance Work Process.
• Maintain accurate and timely SAP, scheduling, work-order, procurement, and maintenance documentation.
• Communicate issues, roadblocks, schedule variances, and improvement opportunities promptly.
• Support continuous improvement through effective metrics, coaching, follow-up, and cross-functional collaboration.

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