Scheduler - Office Support

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).

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 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.