Scheduler - Office Support

GovFirst; Newport News (VA); On-site; USD 60,000 - 80,000; Full time

Job summary

GovFirst is seeking an HMMS Planner / Scheduler to support maintenance operations in Suffolk/Newport News, VA. The role manages the HMMS work order lifecycle, coordinates with VDOT personnel and contractors, and ensures procurement aligns with contract requirements.

A strong administrative background with MS Office and report-writing skills is essential. Applicants should have at least 2 years of administrative experience, a high school diploma or GED, and a basic understanding of contracts and

Qualifications

• Two years of administrative support in a professional office.
• Proficient with Word, Excel, Outlook and PowerPoint.
• Strong proofreading, grammar, formatting, and editing skills.
• Experience preparing reports and professional documentation.
• Organizational, multitasking and time management strengths.
• Basic contracting, procurement, purchasing, and vendor coordination knowledge.
• Ability to work independently with multiple priorities.

Responsibilities

• Manage HMMS work orders from creation through closeout.
• Prepare procurement packages for approval and payment per VDOT rules.
• Develop vendor quotes and scopes for maintenance/repair projects.
• Ensure procurement activities meet contract requirements and policies.
• Coordinate and schedule work by outside contractors and VDOT staff.
• Update and maintain HMMS work orders and project files.
• Prepare reports and provide regular project status updates.
• Track project costs, quotations, POs, and invoices.

Skills

Administrative support

Microsoft Office

Data entry

Written & verbal communication

Documentation

Time management

Education

High School Diploma or GED

Associate's or Bachelor's in Business/Administration/PM/Construction Management

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Newport News, United States | Posted on 10/13/2026

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.
  

GovFirst is an Equal Opportunity Employer and does not discriminate on the basis of race or ethnicity, religion, sex, national origin, age, veteran disability or genetic information or any other reason prohibited by law in employment.