Project Coordinator (Audit & Closeout)

Salary: $99,715.20 Annually
Location : 10 Park Plaza, Boston
Job Type: Full-Time
Remote Employment: Flexible/Hybrid
Job Number: 25-20842
Department: MBTA - Capital Programs - Capital Support
Area: 508-Capital Support
Opening Date: 03/03/2025
Closing Date: 3/17/2025 11:59 PM Eastern
Licenses / Certifications: None Required
Union Affiliation: L453 Professional
Safety Sensitive: No; this is not a Safety Sensitive position.
Essential Classification (Emergency Staff): No; this position is classified as non-essential (during declared States of Emergency).
On-Call or 24/7: Yes; this position is classified as on-call or 24/7. Employees in this role must be available to respond to page / text / call and report to work as directed by supervisory personnel.

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA's core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.
Job Summary

The Audit and Closeout Group is a small multi-dimensional group within Capital Programs Support working to assist Project Delivery teams in a variety of administrative capacities including the timely review and processing of invoices, contract management, the review of Standard Operating Procedures, facilitating process improvements within the various administrative workflows, and assisting Project Delivery teams with the closeout of design and construction contracts. The Project Coordinator will report to the Senior Manager of Audit & Closeout and will work under the supervision of Managers, Contracts Managers, Auditors and Senior Project Coordinators to assist with the oversight and administration of professional services and construction contracts.

Duties & Responsibilities

• Support the Audit and Closeout Managers, Contracts Managers, Auditors and Senior Project Coordinators with the administration and closeout of professional services and construction contracts, including the review of invoices, contract data validation, task order closeouts, contract closeouts, project closeout and communication with Project Offices.
• Support Contracts Managers with the administration of third-party vendor contracts.
• Assist with professional services auditing for invoice and voucher processing, and administrative responsibilities within the MBTA Financial Systems, including the Capital Management System (CMS), and Financial Management System (PeopleSoft).
• Prepare reports, charts, and presentations utilizing Microsoft Word, Excel, Database, and PowerPoint.
• Assist with the annual coordination of SOP and Manual updates, including updating spreadsheets
  tracking SOP and Manual adjustments assisting with templates, and follow-up as required.
• Perform FMIS related tasks including entering requisitions, processing receipts and pulling FMIS data.
• Track overhead rates for contracts and task orders and monitor submission for vendor compliance.
• Assist in the design, development and automation of various reports.
• Assist with the records retention process at 10 Park Plaza, maintain the security of all off-site areas, and organize the archiving of invoices, and pre-audits to provide adequate storage space as needed.
• Organize and schedule internal and external meetings.
• Attend meetings and document action items for follow-up.
• Proactively follow-up with Project Managers and Capital Support Staff on contract actions and closeout documentation.
• Coordinating project tasks with other MBTA Departments.
• Analyze, review, correct, and administer data maintained in the Project Management Information Systems (PMIS), Capital Management System (CMS) and Financial Management systems for tracking and preparing of contracts.
• Perform administrative functions including creation and maintenance of documents and maintaining project data.
• Assist in Federal, State and Agency Audits.
• Respond to each inquiry, whether from a customer, vendor, or co-worker in a courteous and professional manner consistent with the Authority's customer service quality standard.
• Work independently to address complex tasks in a time sensitive environment.
• Follow up on actions required for task completion while seeking guidance as necessary.
• Perform all other duties and projects that may be assigned.

Minimum Requirements & Qualifications

• A Bachelor's degree from an accredited institution.
• Three (3) years of experience in project administration or coordination duties.
• Strong 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 and courteously communicate with customers, employees, and vendors.
• Capacity to comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective
  relationships with employees and co-workers.

Substitutions Include

• 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.

Preferred Experience and Skills

• A Bachelor's degree in Engineering, Construction Management, Public Administration, Urban Planning or Business Administration from an accredited institution.
• Experience providing project support in a transit and/or design or construction environment.
• Strong Proficiency with Microsoft Word, Excel, Database and PowerPoint.
• Experience with the Capital Management System (CMS).
• Experience with PeopleSoft (FMIS).

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences
• Ability to work effectively independently and as part of a team (or supervise, if required)
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including a physical examination and drug and alcohol screenings
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service

Disclaimers and Definitions:

General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

Work Eligibility: Although the MBTA is an all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or

Diversity, Equity, and Inclusion: The MBTA is an For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit

Employment Benefits at the MBTA

Full-Time Employees:

The MBTA offers comprehensive benefits packages to full-time employees. Types of benefits offered at the MBTA are subject to the union affiliation / Collective Bargaining Agreement (CBA) of the position to which you apply. Benefits that may apply to your position include the following:

• Insurance: Health, Dental, Vision, Life (basic and supplemental), and Long-Term Disability
• Paid Time Off (PTO): Vacation, Personal Days, Sick Leave, and Holidays
• Retirement: Pension or deferred compensation 401(a), plus MBTA contributions
• Complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail)
• Tuition Reimbursement (up to $10,000 per year)
• Public Service Loan Forgiveness (PSLF) for student loans
• Commuter Choice Parking Program: Pre-tax benefits for parking
• Flexible Spending Account (FSA): Pre-tax benefits for healthcare-related expenses
• Discounted tickets for concerts, movies, travel / vacation, etc. via TicketsAtWork.com
• Shopping discounts via GovX.com
• Verizon and AT&T service discounts
• And more...

Internships:

Internship positions are not eligible for most MBTA Benefits. However, paid sick time may be incurred. Each intern also receives a complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail) to use throughout the duration of their internship. Please contact the assigned Recruiter directly or email internships@mbta.com for more information.

Disclaimer:

The above information is meant to be a general overview of the benefit programs offered by the MBTA, which may or may not apply to a specific position. This summary is not a contract andis not meant to change the provisions of union contracts or Authority policies and does not establish a binding practice. Please contact the assigned Recruiter directly or email hrstaffing@mbta.com for more information.

The MBTA is an Affirmative Action/Equal Opportunity Employer
01

What is the highest level of education you have completed?

• I did not attain a high school diploma or equivalent / GED.
• High School Diploma or Equivalent
• Associate's Degree
• Bachelor's Degree
• Master's Degree or higher

02

Please rate your current proficiency level using Microsoft Word, Excel, and PowerPoint.

• No experience
• Beginner
• Average
• Advanced
• Expert

03

How many years professional experience do you have in project administration or coordination duties?

• 0 to less than one year
• one year to less than three years
• three years to less than five years
• five years to less than seven years
• seven + years

04

Will you now or in the future require sponsorship for employment visa status (e.g. H-1B visa status)?

• Yes
• No

Required Question