Project Coordinator (QCO)

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.