Job Description

Posting number: 26-20424

Department: MBTA - Maintenance of Way

Division: 333-Rapid Transit

Job classification: Project Coordinator, Engineering & Maintenance

Posting type: Open/External and Promotional/Internal

Categories: Clerical & Data Entry, Engineering, Construction Maintenance, Customer Service

Summary

The Project Coordinator will support the MBTA Engineering and Maintenance directors by assisting with administrative and financial activities related to scheduling, design, planning, material procurement, and budgeting for daily maintenance and installation projects. This position sits within the Engineering and Maintenance Administration department and reports to the Director of Maintenance Operations and Strategy. The department supports four functional areas: Maintenance of Way (MOW – Track), Signals & Communications Maintenance (SCM), Power Systems Maintenance (PSM), and Stations, Facilities & Structures (SFS).

Examples of duties

• Assist in preparing project reports, status updates, budgets, and charts that reflect the progress of project activities.
• Participate in continuous improvement initiatives for administrative functions across all four Engineering and Maintenance departments.
• Participate in or lead weekly team meetings, maintain action logs, and coordinate project activities across multiple teams and departments.
• Prepare project-related correspondence.
• Stay current with the MBTA Safety Plan and the responsibilities outlined for this position.
• Coordinate support requests from internal MBTA departments and external entities, and oversee recordkeeping for project and maintenance activities.
• Coordinate all future Project Canvas review activities and oversee document control to ensure accurate, organized, and up-to-date project records.
• Participate in negotiating consultant contracts, professional service amendments, contractor claims, payment invoices, and change orders.
• Organize and maintain effective methods for interpreting, presenting, and communicating project information at internal and external meetings.
• Respond to inquiries from customers, vendors, and co-workers in a courteous and professional manner.
• Assist in managing a workforce by ensuring fair and consistent application of, and strict adherence to, the rules, regulations, collective bargaining agreement (if applicable), and policies of the Authority, including the EEO, Anti-Discrimination and Anti-Harassment, and Anti-Retaliation policies.
• Uphold the rights and interests of the Authority while building and maintaining an effective relationship with employees.
• Perform related duties and projects as assigned.

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

Supervision

• None.

Qualifications

• A Bachelor's Degree in Engineering, Business, or a related field from an accredited institution.
• Three (3) years' experience in project administration or coordination duties, supporting a large department or group.
• Proficiency with MS Word, Excel, Database, CMS, and PeopleSoft applications.
• Working knowledge of navigating and generating data reports in a Computerized Maintenance Management System (CMMS) or similar relational database application.
• Effective and efficient written communication skills.
• Ability to provide internal and external customers with a courteous and professional experience.
• Excellent customer service and conflict resolution skills.
• Valid driver’s license in accordance with MBTA policy.

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.