Junior Project Manager - QCO (Contractor Position) en Massachusetts Bay Transportation Authority

About the Department

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. 

For this initiative, we are hiring a Junior Project Manager.  The Junior Project Manager will assist the Program Manager and the Project Managers in all aspects of project administration, including procurement, budget analysis, financial reporting, and project reporting. 

Position Duties

• Financial Project Controls:
  • Support procurement activities, including preparing Requisitions, Statements of Work (SOWs), Request for Proposals (RFPs), Requests for Information (RFIs), and other related documentation.
  • Submit requisitions, request purchase orders, and process invoices in MBTA financial systems; ensure proper budget allocated. 
  • Assist in processing consultant contracts, professional service amendments, and/or contractor change orders.
  • Monitor and track spending of the project budget in MBTA financial systems (FMIS / CMS) and update data in reporting tools weekly and monthly. 
  • Collaborate with the project management team and leadership on monthly cost estimate updates.
  • Analyze financial reports to track project health (EAC, accruals, cash flow, funding, etc.), identify variances/trends, and communicate findings to the project management team and leadership.
  • Provide budget utilization scenario analysis, support funding reallocations, and process changes to contingencies. 

• Project Management Support:
  • Track vendor compliance with contractual and administrative requirements. 
  • Coordinate and schedule internal/external stakeholder meetings; support with preparation of agendas and taking of minutes.
  • Maintain project documentation including but not limited to project plans and RAIDD log.
  • Track progress on project deliverables and contribute to timely delivery. 
  • Support the Program and Project Managers in creation of charts, reports, and presentations, using Microsoft Word, Excel, PowerPoint, and MBTA systems.
  • Coordinate new team member onboarding and support onboarding.
  • Perform related duties and projects assigned.
  • Work independently in addressing complex tasks in a time-sensitive environment.
  • Handle sensitive and confidential information in an appropriate manner. 

Additional responsibilities may include a focus on one or more departments or locations. See applicable addendum for department or location-specific functions.

Deliverables

This role will support the project team in developing and maintaining project deliverables including but not limited to:

• Procurement Documentation (Requisitions, SOWs, RFPs, RFIs)

• Purchase Order, Invoice, and Contract Tracking Log

• Monthly Financial Report (EAC, Accruals, Variance Analysis)

• Cash Flow Forecast and Funding Utilization Summary

• Project Documentation Repository (Plans, RAIDD Log, Deliverables)

• Meeting Agendas, Minutes, and Action Item Tracker

• Project Status Dashboard (Milestones, Risks, Progress Updates)

• Vendor Contractual Compliance Tracker and Reporting

• Leadership Presentation Decks and Financial Summaries

• New Team Member Onboarding Checklist and Access Tracker

• Project Closeout Summary and Lessons Learned

• Ad-Hoc Analyses, Reports, and Support as Assigned

All deliverables will be reviewed and approved by MBTA Program leadership who are ultimately responsible for implementation. 

Minimum Qualifications

• 2–3 years of experience in project coordination, project controls, or financial/project management support.
• Experience with data entry and reporting in enterprise systems such as FMIS, CMS, or equivalent financial/project management tools.
• Strong analytical and quantitative skills; ability to interpret financial data and project performance metrics.
• Proficiency in Microsoft Excel, Word, PowerPoint, and SharePoint; ability to create reports, charts, and presentations.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Attention to detail and accuracy in preparing and reviewing project documentation.
• Ability to work collaboratively in a cross-functional team and maintain positive relationships with internal and external stakeholders.
• Proactive problem-solving skills and initiative in identifying and addressing issues.

Preferred Experience and Skills

• Experience working with procurement, budgeting, or contract management processes.
• Familiarity with project management methodologies, tools, and principles (e.g., scheduling, risk tracking, documentation control).

Physical Demands and Working Conditions

• The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Flexible availability, including occasional work outside of traditional hours during rollout periods. This may include shifts outside of regular working hours starting early morning, finishing late night, and weekend shifts. An 8-hour shift may be anytime within 24 hours of a day. 
• Work at various MBTA locations within 15-mile radius from Boston. This may involve traveling by train or vehicle to various locations (*). 
• Ability to pass a Criminal Offender Record Information (CORI) check, background screening, and the MBTA’s medical requirements, including a physical examination and drug and alcohol screening.  

Minimum Education

• A bachelor’s degree from an accredited institution related field.