HMMS Planner/Scheduler

About the role

The HMMS Planner/Scheduler supports the Virginia Department of Transportation (VDOT) Hampton Roads Harbor Tunnels maintenance operation. The role involves managing work order execution, preparing procurement packages, and coordinating with vendors and contractors.

Responsibilities

• Manage work order execution from inception to completion as outlined in VDOT contracts, SOPs, and other client guidelines.
• Create and develop quotations and scope of work for vendors.
• Implement and work within contract requirements.
• Conduct vendor searches for qualification and compliance.
• Obtain and issue Certificate of Insurance from vendors.
• Issue Goods and Services Requests for funding approval.
• Coordinate and schedule all work performed by outside contractors.
• Coordinate appointments with VDOT maintenance and vendors.
• Schedule escorts for planned work with VDOT.
• Receive and forward quotations and invoices to management.
• Update HMMS (Highway Maintenance Management System) work orders.
• Develop and maintain organized files on all contractor work orders.
• Retain vendor surveys and reports.
• Prepare and distribute correspondence memos, letters, faxes, and forms.
• Assist in the preparation of regularly scheduled reports.
• Handle multiple projects and tasks concurrently.

Qualifications

• Education: 2- or 4-year college degree in related field (preferred)
• Experience/Skill Sets: Minimum of 2 years’ experience in an administrative support role in an office environment.
• Proficiency in MS Office products.
• Ten-key data entry and keyboard typing proficiency.
• Strong written and oral communication skills, including punctuation, proofreading, sentence structure, and technical editing in the English language.
• Experience in corporate communications, including report preparation, formatting, and delivery.
• Strong organizational skills.
• Ability to multi-task and work in a fast-paced environment.
• Detail orientation, problem-solving, and effective time management.
• Basic understanding of contracts and purchasing.
• Prior experience in budgeting and financial documentation (preferred).
• Knowledge of Hampton Roads Virginia Interstate and local roadways (preferred).
• Knowledge of the construction industry/trades (preferred).

Work Conditions

• VDOT/Industry Training upon hire.
• 90-day probation period.
• Potential for significant periods of sitting or standing.
• May be subject to short or no-notice work assignments.
• Monitored performance with routine evaluation.

Pre-employment Requirements

• Fingerprint-based Criminal History Records Check (CHRC).
• Drug Screening.
• Valid driver’s license in good standing.
• DMV records check.
• Pre-employment drug screen.
• Fingerprint-based Criminal History Records Check.

Compensation

$20.00 - $30.00/Hourly

Vacation, Sick, Paid Holidays, 401-K