Scheduler - Office Support

GovFirst•Newport News, VA

13d•Onsite

About The Position

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 managing the complete HMMS work order process from creation through project closeout, preparing procurement packages, developing vendor quotations and scopes of work, and ensuring compliance with VDOT requirements and policies. This role involves coordinating with outside contractors, scheduling maintenance appointments, and maintaining organized electronic and physical files for all contractor work orders. The position also requires tracking project costs, budgets, and invoices, processing payments, and preparing professional reports and project status updates for management. Additionally, the HMMS Planner / Scheduler will assist supervisors in establishing work priorities and project schedules, and support multiple projects simultaneously while meeting deadlines.

Requirements

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.
Must be a U.S. Citizen.
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.

Nice To Haves

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.
Associate's or Bachelor's degree in Business, Administration, Project Management, Construction Management, or a related field preferred.

Responsibilities

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.