Job Description

Posting number: 26-20153

Department: MBTA - Quality Compliance & Oversight

Division: 002-Quality Compliance & Oversight

Job classification: Project Coordinator (Quality, Compliance, and Oversight)

Posting type: Open/External and Promotional/Internal

Categories: Clerical & Data Entry, Project Management, Office and Administrative Support

The Project Coordinator plays a vital role in supporting the Quality Compliance and Oversight (QCO) team through the administration, coordination, and execution of cross-functional projects across the MBTA. This position supports QCO by ensuring projects are delivered on time, within scope, and in alignment with organizational and regulatory standards. The role provides essential support in operations, planning, and logistics—including coordinating and attending key meetings, producing meeting minutes, maintaining accurate databases, and assisting with special projects. The Project Coordinator contributes to both day-to-day operational efficiency and long-term quality and compliance goals by managing data, streamlining communication, and proactively improving processes and workflows.

Examples of duties

• Serve as the point of contact for project updates, ensuring effective and timely communication with internal and external stakeholders.
• Coordinate and schedule internal and external meetings involving various stakeholders; manage correspondence and present information clearly.
• Provide administrative and operational support to project teams as needed.
• Assist project teams in identifying requirements, setting priorities, and aligning activities with organizational goals.
• Organize and prioritize workload to support project execution; follow up on task completion while seeking guidance when necessary.
• Work independently to manage time-sensitive and complex tasks.
• Lead the creation and maintenance of key project documentation, including business requirement documents, traceability matrices, and process maps.
• 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.
• Track and report on project milestones, schedules, budget vs actuals, and resource utilization.
• Assist in evaluating project status and forecasting activities to ensure on-time and on-budget completion.
• Identify risks or issues related to scope, schedule, or resources, and escalate as necessary.
• Take the initiative to improve and streamline policies, procedures, and project processes through analysis and documentation.
• Promote and support the use of technology and databases to enhance operational efficiency and project tracking.
• Support the development and maintenance of databases for ongoing project needs.
• Assist in the processing of consultant contracts, professional service amendments, and contractor claims, payment invoices, or change orders.
• Submit invoices, requisitions, and financial documentation in a timely manner.
• Assist in monitoring contractor budgets and actual expenditures.
• Review and analyze monthly invoices and requisitions from consultants and contractors.
• Attend off-site meetings as necessary
• 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.
• Perform all other duties and projects that may be assigned.

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

Supervision

• No direct reports.

Qualifications

• Bachelor's degree from an accredited institution.
• Two (2) years of experience in project administration or coordination duties.
• Proficiency with Microsoft Word, Excel, Database, and PowerPoint.
• Effective and professional written and verbal communication skills.
• Excellent organizational, analytical, confidentiality, multi-tasking, time management, and interpersonal skills.
• The ability to effectively communicate with customers, employees, and vendors.
• Excellent customer service skills.
• The ability to work effectively with a diverse workforce.

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.

Supplemental information

• A bachelor's degree from an accredited institution in Engineering, Construction Management, Economics, Business Administration or related field.
• Three (3) years of experience in project administration or coordination duties.
• Experience providing project support in a transit and/or design or construction environment.
• Familiarity with FTA, MBTA and MassDOT rules and regulations, processes, and policies.
• Familiarity with DPU and/or SSO rules and regulations, processes, and policies.