Senior Project Coordinator chez Massachusetts Bay Transportation Authority, MA

About the Department

The Senior Project Coordinator will assist in administrating the Authority’s professional services procurement, contract administration, processing task orders, invoices, and other related duties.

Position Duties

• Assist in the procurement of Professional Services A&E contracts.
• Advertise Professional Services contracts through third-party channels and on the MBTA website.
• Assist in preparing RFQ/RFP and writing contract letters and other communications and notices to consultants.
• Analyze contracts to ensure compliance with state and federal laws and regulations.
• Create and maintain procurement and contract tracking database and ensure that all records are accurate and up to date.
• Assist in organizing award authorization documentation.
• Utilize and maintain Project Management Information Systems (PMIS), and Capital Management System (CMS) for tracking and preparing contracts.

• Assist in the delivery of Professional Services projects by MBTA policies and procedures as stipulated in the Project Manager's Manual; Project Controls Manual; Quality Assurance Manual; Contract Administration Policies and Procedures; MBTA Directives published on the MBTA Web Page or provided directly by the Authority.
• Prepare project-related correspondence, reports, charts, and presentations utilizing Microsoft Word, Excel, Database, and PowerPoint.
• Assist Risk Management to track, log and maintain the authority’s Insurance database.
• Assist in the development of SOPs and Capital Programs procedures manuals.
• Coordinate tasks with Capital Programs personnel, including contract administration staff and other project coordinators, as required.
• Coordinate tasks with other Departments, including Capital Program Oversight Department, Engineering and Maintenance, Railroad Operations, Capital Transformation, Environmental, and Systemwide Accessibility, as required.
• Maintain a central filing system for all projects and ensure all records are accurate and up to date.
• Assist in Federal, State, and Agency Audits.
• Work independently in addressing tasks in a time-sensitive environment.
• Follow up on actions required for task completion while seeking guidance as necessary.
• Respond to each inquiry, whether from a customer, vendor or co-worker in a professional and courteous manner.
• Attend meetings as necessary.
• Perform all other duties and projects that may be assigned.

Minimum Qualifications

• A bachelor's degree from an accredited institution.

• Four (4) years of experience in project coordination and administration.
• Proficiency with Microsoft Word, Excel, Database, and PowerPoint.
• Self-starter with the ability to work productively independently and as part of a team.
• Excellent organizational, analytical, confidentiality, multi-tasking, time management, and interpersonal skills.
• Ability to effectively communicate with customers, employees, and vendors.
• The ability to work effectively with a diverse workforce.

Preferred Experience and Skills

• A bachelor's degree from an accredited institution in Engineering, Architecture, Business Administration, or Finance.
• Experience in contract administration.
• Experience providing project support in transit and/or architected and design (A&E) environments.
• Working knowledge of procurement, contracts, accounting principles, and finance.
• Working knowledge in Project Management Software: Capital Management Systems (CMS).
• Project Management Information Systems (PMIS), People Soft (FMIS).

Other Qualifications

• 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 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.