Scheduler/Planner - VDOT Tunnels 028 - SCPL01

About the role

The HMMS Planner/Scheduler supports the Virginia Department of Transportation (VDOT) Hampton Roads Harbor Tunnels maintenance operation. The position manages work order execution from inception to completion, prepares procurement packages, and coordinates with vendors and contractors.

Responsibilities

• Manage work order process and development
• Develop Quotations and Scope of Work for work from vendors
• Implement and work within contract requirements
• Conduct qualified eVA Certified vendor searches
• Conduct qualified Small/Woman and Minority (SWaM) vendor searches
• Obtain 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
• Receipt/Forwarding of 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
• Other correspondence as required
• Attach electronic files for HMMS WO repository
• Report status of all contractor work as required by management

Requirements

• Familiarity with the nature of the work performed
• Able to gauge time required for adequate follow up
• Maintain daily budget report of all work estimated cost and invoices
• Process invoices and work with vendor to resolve invoice disputes
• Provide technical report analysis and follow up
• Answer and direct phone calls as needed
• Organize and schedule appointments and meetings
• Maintain personnel, client and subcontractor contact lists
• Produce and distribute correspondence memos, letters, faxes, and forms
• Aid 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)
• High school diploma or GED equivalent (required)
• Minimum of 2 years’ experience in an administrative support role in an office environment
• High level of proficiency in all MS Office products (required)
• Ten-key data entry and keyboard typing proficiency (required)
• Strong written and oral communication skills to include punctuation, proofreading, sentence structure, and technical editing in the English language (required)
• Experience in corporate communications to include report preparation, formatting, and delivery (required)
• Strong organizational skills (required)
• Capable of multi-tasking and working in a fast-paced environment (required)
• Detail orientation, problem solving, and effective time management (required)
• Basic understanding of contracts and purchasing (required)
• 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) prior to employment
• Drug Screening prior to employment
• Valid driver’s license in good standing

Compensation

$20.00 - $30.00/Hourly

Vacation, Sick, Paid Holidays, 401-K