Scheduler - Office Support

Job Description

Job Description

Job Title: HMMS Planner / Scheduler
Location: Suffolk / Newport News, VA
Employment Type: Full-Time (W2)

GovFirst is seeking a detail-oriented and organized HMMS Planner / Scheduler to support the maintenance operations in Suffolk/Newport News, VA. 

The successful candidate is responsible for:

• Manage the complete HMMS work order process from creation through project closeout.
  
• Prepare procurement packages for approval and payment in accordance with VDOT requirements.
  
• Develop vendor quotations and scopes of work for maintenance and repair projects.
  
• Ensure all procurement activities comply with contract requirements and VDOT policies.
  
• Conduct eVA Certified Vendor and SWaM (Small, Women-owned, and Minority-owned) vendor searches.
  
• Obtain Certificates of Insurance (COIs) from contractors.
  
• Prepare and submit Goods and Services Requests for funding approval.
  
• Coordinate and schedule work performed by outside contractors.
  
• Schedule maintenance appointments with VDOT personnel and contractors.
  
• Coordinate required VDOT escorts for contractor work.
  
• Receive, review, and forward vendor quotations and invoices to management.
  
• Update HMMS work orders throughout the project lifecycle.
  
• Maintain organized electronic and physical files for all contractor work orders.
  
• Track work order history, project costs, quotations, purchase orders, invoices, and supporting documentation.
  
• Maintain vendor surveys, reports, correspondence, and electronic work order attachments.
  
• Ensure documentation complies with VDOT record keeping requirements.
  
• Prepare professional reports and provide regular project status updates to management.
  
• Review work orders and maintenance recommendations to support asset management and preventive maintenance planning.
  
• Assist supervisors in establishing work priorities and project schedules.
  
• Track estimated project costs, budgets, and invoices.
  
• Process invoices and resolve vendor invoice discrepancies.
  
• Prepare technical reports, analyses, and follow-up documentation.
  
• Answer and direct phone calls and correspondence.
  
• Schedule meetings, appointments, and project coordination activities.
  
• Maintain personnel, client, and subcontractor contact lists.
  
• Prepare and distribute reports, correspondence, forms, and project documentation.
  
• Support multiple projects simultaneously while meeting established deadlines.
  

Required Qualifications:

• Minimum of two (2) years of administrative support experience in a professional office environment.
  
• High level of proficiency with Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
  
• Strong keyboarding and ten-key data entry skills.
  
• Excellent written and verbal communication skills, including proofreading, grammar, formatting, and technical editing.
  
• Experience preparing reports, business correspondence, and professional documentation.Strong organizational, multitasking, and time management skills.
  
• Detail-oriented with strong analytical and problem-solving abilities.
  
• Basic understanding of contracts, procurement, purchasing, and vendor coordination.
  
• Ability to work independently and manage multiple priorities in a fast-paced environment.
  
• Prior budgeting and financial documentation experience preferred.
  
• Knowledge of Hampton Roads interstate highways and local roadways preferred.
  
• Knowledge of construction, facilities maintenance, or infrastructure operations preferred.
  

Required Education & Credentials:

• High School Diploma or GED required.
  
• Associate's or Bachelor's degree in Business, Administration, Project Management, Construction Management, or a related field preferred.
  

Required Work Authorization:

• Must be a U.S. Citizen.
  

Required Licenses, Certifications & Screening:

• Valid Virginia Driver's License in good standing.
  
• Must be at least 18 years of age.
  
• Fingerprint-based Criminal History Records Check (CHRC) required.
  
• Pre-employment drug screening required.