HMMS Planner/Scheduler
Hampton, Virginia, United States of America
Full Time
3 days ago
$40,000 - $60,000 USD
Key skills
RepositoryProject ManagementBudgetingCommunicationProblem SolvingTime Management
About this role
U.S. Facilities, Inc., a consolidated facility management/infrastructure service organization, is seeking an HMMS Planner/Scheduler to work at our client site in Suffolk/ Newport News, Virginia. Selected candidate will support the Virginia Department of Transportation (VDOT) Hampton Roads Harbor Tunnels maintenance operation. This position will manage work order execution from inception to completion as outlined in VDOT contracts, standard operating procedures, and other client guidelines.
• Prepare procurement packages for approval/payment to include:
◦ 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 Request for funding approval.
• Coordinate and schedule all work performed by outside contractors, to include:
◦ 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 to include:
◦ Work order history and financial development.
◦ Quotations, purchase orders, and invoices to meet VDOT requirements.
◦ Retain vendor surveys and reports.
◦ Other correspondence as required.
◦ Attachment of electronic files for HMMS WO repository.
• Report status of all contractor work as required by management via the following:
◦ Presentation to be professional and organized.
◦ Requires familiarity with the nature of the work performed (i.e.: review of work orders and understanding of what to do with recommendations, asset changes, preventative maintenance task changes, corrective work, etc.).
◦ Work with supervisor to establish work goals and realistic priorities.
◦ Requires ability 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.
• Assist in the preparation of regularly scheduled reports.
• Handle multiple projects and tasks concurrently.
• Any other duties as assigned by a supervisor and/or USF Senior Project Manager.
Qualifications:
Education:
• 2- or 4-year college degree in related field (preferred)
• High school diploma or GED equivalent (required)
Experience/Skill Sets:
• 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:
• A fingerprint based Criminal History Records Check (CHRC) will be conducted prior to employment.
• Drug Screening will be conducted prior to employment.
• 18 years of age or older
• Virginia Driver’s License in good standing
Compensation:
• $20.00 - $30.00/Hourly
• Vacation
• Sick
• Paid Holidays
• 401-K
NOTE: This position is designed as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Project Management will determine when essential positions are required.
Valid driver’s license is required. DMV records check is required. Pre-employment drug screen is required. Fingerprint-based Criminal History Records Check is required.
U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities
#USFIND01
• Prepare procurement packages for approval/payment to include:
◦ 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 Request for funding approval.
• Coordinate and schedule all work performed by outside contractors, to include:
◦ 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 to include:
◦ Work order history and financial development.
◦ Quotations, purchase orders, and invoices to meet VDOT requirements.
◦ Retain vendor surveys and reports.
◦ Other correspondence as required.
◦ Attachment of electronic files for HMMS WO repository.
• Report status of all contractor work as required by management via the following:
◦ Presentation to be professional and organized.
◦ Requires familiarity with the nature of the work performed (i.e.: review of work orders and understanding of what to do with recommendations, asset changes, preventative maintenance task changes, corrective work, etc.).
◦ Work with supervisor to establish work goals and realistic priorities.
◦ Requires ability 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.
• Assist in the preparation of regularly scheduled reports.
• Handle multiple projects and tasks concurrently.
• Any other duties as assigned by a supervisor and/or USF Senior Project Manager.
Qualifications:
Education:
• 2- or 4-year college degree in related field (preferred)
• High school diploma or GED equivalent (required)
Experience/Skill Sets:
• 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:
• A fingerprint based Criminal History Records Check (CHRC) will be conducted prior to employment.
• Drug Screening will be conducted prior to employment.
• 18 years of age or older
• Virginia Driver’s License in good standing
Compensation:
• $20.00 - $30.00/Hourly
• Vacation
• Sick
• Paid Holidays
• 401-K
NOTE: This position is designed as essential and, as such, all duties associated with this job are required during emergency situations which may include but are not limited to inclement weather, disaster response and emergency operations. VDOT/Project Management will determine when essential positions are required.
Valid driver’s license is required. DMV records check is required. Pre-employment drug screen is required. Fingerprint-based Criminal History Records Check is required.
U.S. Facilities, Inc. is an Equal Opportunity Employer of Minorities, Females, Protected Veterans, and Individual with Disabilities
#USFIND01