HMMS Planner Scheduler Office Support (Highway Maintenance Management System)
Job Location:
Newport News, VA - USA
Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
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. This position is responsible for managing work orders from initiation through completion coordinating contractor activities supporting procurement and invoicing processes and maintaining accurate documentation in the Highway Maintenance Management System (HMMS).
- 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 recordkeeping 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.
- Perform additional duties as assigned by supervisors or the USF Senior Project Manager.
- 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.
- High School Diploma or GED required.
- Associates or Bachelors degree in Business Administration Project Management Construction Management or a related field preferred.
- Must be a U.S. Citizen.
- Valid Virginia Drivers 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.
Required Skills:
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. Associates or Bachelors 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 Drivers 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.
