Job Details

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.

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

• 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.