Equipment Maintenance Planner

About Us:

Bigfoot is a small non-union, incredibly diverse company. We provide rentals, sales and service for numerous products such as: Self-Erecting Tower Cranes, Traditional Tower Cranes, Construction Hoists and Roof Top Derrick Cranes. We offer our employees the opportunity to expand their skillset and training in many different areas. Many of our employees achieve formal certifications including Electrician, Millwright and Elevating Device Mechanic. Being a small diverse company, we also require diverse employees who are interested in working in various aspects of our service business. We provide competitive wages and comprehensive benefits in a strong team environment with a culture high in honesty and integrity.

Job Overview:

The Equipment Maintenance Planner is responsible for owning the planning, coordination, tracking, follow-up, and documentation of preventative and corrective maintenance across the company's equipment fleet.

The primary objective of this position is to ensure equipment is properly maintained, inspected, documented, and ready for rental and field operations when required.

This role acts as a central point of coordination between Dispatch, Field Service, Yard Operations, Parts, Purchasing, vendors, manufacturers, engineers, and other operational teams. The Equipment Maintenance Planner will use Microsoft Dynamics 365 Business Central as the primary system for planning and tracking maintenance activities, equipment status, service history, and related information.

The position is also responsible for maintaining the integrity of the company's equipment records and controlled technical documentation, including manufacturer documentation, engineering reports, inspections, certifications, modifications, maintenance records, manuals, checklists, and other critical equipment information.

The Equipment Maintenance Planner owns the planning and administrative control of these processes. Technical, engineering, regulatory, or trade-specific decisions and approvals remain with the appropriately qualified personnel.

KEY RESPONSIBILITIES:

Maintenance Planning & Equipment Readiness:

• Own the planning and coordination of preventative maintenance, inspections, repairs, and other required maintenance activities across the equipment fleet.
• Monitor and maintain preventative maintenance schedules based on service intervals, equipment usage, inspection requirements, manufacturer recommendations, outstanding deficiencies, and operational requirements.

• Coordinate maintenance schedules with the Service team to minimize downtime and ensure equipment is ready for upcoming rentals, projects, and mobilizations.
• Proactively review equipment mobilizations, demobilizations, and availability windows to identify and plan required maintenance, inspections, repairs, modifications, certifications, and related work between projects.
• Coordinate required work with Service, Yard Operations, Parts, vendors, manufacturers, and other internal teams, tracking outstanding items through to completion.
• Escalate maintenance, inspection, parts, vendor, engineering, or documentation issues that may affect equipment availability, mobilization dates, or project commitments, ensuring technical decisions and approvals are directed to the appropriate qualified personnel.
• Ensure completed work is properly recorded, required documentation is complete, and maintenance requirements are addressed before equipment is returned to service.

Parts, Purchasing, Vendors & Warranty:

• Coordinate with Parts and Service to identify and obtain required parts, materials, tools, and external services for planned maintenance and repairs.
• Coordinate maintenance-related purchasing, including obtaining quotations and working with suppliers, manufacturers, dealers, and service providers within established company processes and authorization levels.
• Manage external vendors and outside service work, including scheduling, documentation, tracking, and follow-up through completion.
• Monitor outstanding vendor work and escalate delays or issues that may affect equipment availability or project requirements.
• Coordinate warranty claims, manufacturer campaigns, service bulletins, and recalls, including required documentation, submission, tracking, record keeping, and vendor follow-up.

Controlled Technical Documentation:

• Maintain the authoritative technical documentation record for equipment and equipment models.
• Maintain and organize manufacturer operating manuals, service manuals, parts manuals, load charts, technical specifications, service bulletins, and other official manufacturer documentation.
• Maintain engineering reports, engineering drawings, approvals, certifications, and other engineering documentation associated with equipment.
• Maintain records of equipment modifications, alterations, upgrades, and configuration changes, including applicable engineering or manufacturer approvals.
• Ensure current revisions of controlled technical documents are clearly identified and available to employees who require them.
• Identify, archive, or appropriately control superseded and obsolete documentation to reduce the risk of outdated information being used.
• Maintain clear relationships between technical documentation and the applicable equipment model, fleet unit, component, or configuration.
• Coordinate with manufacturers, engineers, vendors, and internal personnel to obtain missing or updated technical documentation.
• Escalate missing, expired, incomplete, or conflicting technical documentation that could affect safe operation, equipment availability, mobilization, or project requirements.
• Support the retrieval of controlled documentation for inspections, engineering reviews, regulatory requirements, equipment mobilization, audits, warranty claims, or equipment sales.
• Continually improve the organization, accessibility, completeness, and reliability of the company's technical equipment library.

Maintenance Records, Checklists & Equipment History:

• Maintain complete and accurate equipment lifecycle and maintenance histories, including preventative maintenance, inspections, deficiencies, corrective actions, major repairs, component replacements, rebuilds, and modifications.
• Ensure inspection reports, repair records, invoices, photographs, and other supporting documentation are accurately recorded and associated with the appropriate equipment.
• Monitor equipment records for missing or incomplete information and follow up with the appropriate personnel to maintain complete and reliable records.
• Create, edit, maintain, and periodically review equipment maintenance and inspection checklists, forms, templates, and other standardized documentation as operational requirements evolve.
• Coordinate checklist and template requirements with technicians, management, manufacturers, engineers, or other qualified personnel where technical input or approval is required, ensuring current approved versions are available and obsolete versions are appropriately controlled.
• Ensure equipment maintenance records and supporting documentation are organized and readily retrievable for Operations, management, manufacturers, engineers, customers, or other authorized parties.

Business Central & Microsoft 365:

• Use Microsoft Dynamics 365 Business Central as the primary system for maintenance planning, equipment information, work tracking, purchasing coordination, and maintenance records.
• Maintain accurate and timely equipment and maintenance information, including equipment status, maintenance schedules, service history, outstanding work, and supporting documentation.
• Monitor system information to identify upcoming maintenance, outstanding work, and potential equipment availability issues requiring action or escalation.
• Identify opportunities to improve maintenance workflows, data quality, documentation, reporting, and system processes, and support the development of KPIs related to maintenance performance, downtime, preventative maintenance compliance, and equipment readiness.
• Effectively use Microsoft 365 tools, including Outlook, Excel, Word, Teams, and SharePoint, for communication, coordination, documentation, analysis, and operational support.

QUALIFICATIONS:

• Valid BC Class 5 drivers license with clean drivers abstract
• 2–4 years of experience in maintenance planning, service coordination, fleet maintenance, equipment rental, heavy equipment service, or a related environment preferred.
• Experience working with heavy equipment, cranes, construction equipment, industrial equipment, fleet operations, or equipment rental is an asset.
• Strong understanding of preventative maintenance, repair coordination, work orders, and maintenance records.
• Experience coordinating external vendors, purchasing, parts, warranty claims, or outside service work is an asset.
• Strong organizational skills with the ability to manage multiple equipment priorities and deadlines simultaneously.
• Comfortable communicating with technicians, parts personnel, dispatchers, equipment operators, vendors, manufacturers, engineers, and management.
• Experience with an ERP, CMMS, fleet maintenance, or service management system is strongly preferred.
• Microsoft Dynamics 365 Business Central experience is an asset but not required.
• Strong proficiency with Microsoft 365 applications is preferred.
• Experience maintaining technical documentation, equipment records, service manuals, engineering documentation, controlled documents, checklists, or maintenance templates is an asset.
• Strong written and verbal communication skills.
• Strong attention to detail and commitment to accurate record keeping.
• Ability to proactively identify issues, establish priorities, follow outstanding items, escalate when required, and drive work through to completion.