Project Coordinator (QCO)

The MBTA is working on supporting the frontline workforce by implementing a portable, field-accessible solution to centralized safety resources/rules/procedures/bulletins that govern their work and enable remote data collection replacing cumbersome processes enhancing safety and quality. The solution entails implementing software and delivering mobile devices.

For this initiative, we are hiring a Project Coordinator. The Project Coordinator will assist the Program Management Team in all aspects of program administration, including procurement, budget analysis, financial reporting, and project/program reporting.

Principal duties and responsibilities:

Maintain program reporting tools and processes related to budget and schedule.

Assist with developing procurement documentation and coordinate procurement process for Requisitions, Statements of Work (SOWs), Request for Proposals (RFPs), Requests for Information (RFIs), and other procurement mechanisms.

Submit requisitions, request purchase orders, and process invoices in MBTA financial systems, ensuring they are accurately allocated in the department budget.

Monitor and track spending of the program budget in MBTA financial systems (FMIS / CMS).

Perform weekly and monthly budget audits and analyses and prepare a metrics-driven monthly report for Program Expenditures, Program Accrual Costs, Program Cash Flow, and Program Funding

Assist in processing consultant contracts, professional service amendments, and/or contractor change orders.

Assist Program Manager with analysis of budget utilization scenarios to provide insight to leadership, processing changes to contingencies and any other program funding reallocations.

Collaborate with stakeholders to design dashboards that communicate complex information in an easy to digest manner.

Assist with managing vendor adherence to contractual agreements, ensuring compliance with administrative terms and conditions of contract.

Work independently in addressing complex tasks in a time-sensitive environment.

Handle sensitive and confidential information in an appropriate manner.

Coordinate and schedule internal and external meetings involving various stakeholders; manage correspondence and present information clearly.

Maintain accurate records of meeting minutes, project plans, and status reports with version control and team accessibility.

Prepare professional correspondence, charts, reports, presentations, and visual data outputs using Microsoft Word, Excel, PowerPoint, and MBTA systems.

Perform related duties and projects as assigned.

Minimum experience and required skills:

Three (3) years of experience in project administration, project coordination, and budget/financial analysis duties.

Demonstrated data-driven decision-making skills and advanced Excel skills.

NOTE: A critical thinking Excel-based assessment will be administered as part of the interview process

Excellent attention to detail

Ability to resolve problems creatively.

Ability to work effectively with a diverse workforce.

Strong interpersonal skills to interact with various stakeholders, including senior management, team members, and vendors.

Strong working knowledge of the Microsoft Office suite (Word, Excel, Outlook, PowerPoint, and Teams).

Excellent organizational, analytical, multi-tasking, time management, and documentation skills

Excellent verbal and written communication skills

Excellent customer service and conflict resolution skills

Preferred experience and skills:

Experience with MBTA financial systems (FMIS / CMS) or PeopleSoft Financials systems

Experience or interest in the public transit or transportation industry

Proficiency with enterprise Project/Portfolio Management Tools (schedules, Gannt Chats, cost loaded schedules, resource loaded schedules) such as Microsoft Project, Primavera P6, Synchro, or Smart Sheets

Substitutions:

A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor’s degree requirement.

An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor’s degree requirement.

A master’s degree in a related subject substitutes for two (2) years of general experience.

A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience.

Minimum education:

A bachelor's degree from an accredited institution.

Additional Information

Location:

This role will be hybrid, and we will need this person to be local to MA.

Compensation:

$40 - $60/hr and up to 1880 hours per year.

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