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.