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Scheduler Jobs in Newport News, VA

Scheduler - Office Support

GovFirst
  • Newport News, VA
    6 days ago

    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.

    Requirements

    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.

    Numbers & Facts

    LocationNewport News, VA

    Skills

    • 10-key (Tenkey) Numeric Keypadunmatched
    • Administrative Skillsunmatched
    • Analysis Skillsunmatched
    • Asset Managementunmatched
    • Billingunmatched
    • Budgetingunmatched
    • Business Administrationunmatched
    • Calendar Managementunmatched
    • Communication Skillsunmatched
    • Constructionunmatched
    • Construction Managementunmatched
    • Construction Project Managementunmatched
    • Contract Requirementsunmatched
    • Cost Estimatesunmatched
    • Data Entryunmatched
    • Detail Orientedunmatched
    • Develop and Maintain Customersunmatched
    • Documentationunmatched
    • Driver's Licenseunmatched
    • Establish Prioritiesunmatched
    • High School Diplomaunmatched
    • Insurance Documentationunmatched
    • Mail Processingunmatched
    • Maintenance Servicesunmatched
    • Microsoft Excelunmatched
    • Microsoft Officeunmatched
    • Microsoft Outlookunmatched
    • Microsoft PowerPointunmatched
    • Microsoft Wordunmatched
    • Multitaskingunmatched
    • Operational Supportunmatched
    • Organizational Skillsunmatched
    • Plan Meetingsunmatched
    • Presentation/Verbal Skillsunmatched
    • Preventative Maintenanceunmatched
    • Problem Solving Skillsunmatched
    • Project Close-Outunmatched
    • Project Estimatesunmatched
    • Project Lifecycleunmatched
    • Project Scheduleunmatched
    • Project Trackingunmatched
    • Project/Program Coordinationunmatched
    • Proofreadingunmatched
    • Purchase Ordersunmatched
    • Purchasing/Procurementunmatched
    • Reporting Skillsunmatched
    • Schedule Developmentunmatched
    • Technical Editingunmatched
    • Telephone Skillsunmatched
    • Time Managementunmatched
    • United States Citizenunmatched
    • Vendor/Supplier Managementunmatched
    • Writing Skillsunmatched

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