Scheduler - Office Support
On-siteNewport News, Virginia, United States
Job Summary
Manage the complete HMMS work order process from creation through project closeout, coordinating contractor activities and scheduling maintenance appointments with VDOT personnel. Prepare procurement packages, develop vendor quotations, and obtain Certificates of Insurance while ensuring all activities comply with contract requirements and VDOT policies. Process invoices, resolve discrepancies, and track project costs, budgets, and supporting documentation to maintain accurate records. Prepare professional reports, analyses, and status updates for management, and answer calls to direct correspondence. Maintain organized files and contact lists for contractors and vendors while supporting supervisors in establishing work priorities.
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
- High School Diploma or GED
- Valid Virginia Driver's License in good standing
- Must be at least 18 years of age
- Fingerprint-based Criminal History Records Check (CHRC)
- Pre-employment drug screening
Desired Qualifications
- Prior budgeting and financial documentation experience
- Knowledge of Hampton Roads interstate highways and local roadways
- Knowledge of construction, facilities maintenance, or infrastructure operations
- Associate's or Bachelor's degree in Business, Administration, Project Management, Construction Management, or a related field
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