Project Coordinator, Contract Services

Posting number: 26-20217

Department: MBTA - Capital Programs - Capital Support

Division: 508-Capital Support

Job classification: Project Coordinator, Contract Services

Posting type: Open/External Only

Categories: Clerical & Data Entry, Accounting and Finance, Customer Service, Office and Administrative Support, Database Administration, Audit

Summary

Contract Services is responsible for the procurement and administration of professional services and construction contracts, including alternative delivery methods such as Construction Management at Risk and Design Build. The group supports the MBTA's multi-billion-dollar Capital Investment Plan (CIP) throughout the full delivery lifecycle, from contract procurement, contract administration including management of contract changes and amendments, invoice review and payment processing, dispute resolution to contract closeout.

The Project Coordinator will assist Contract Services teams by coordinating contractual actions and related business processes, supporting procurement, contract administration, change management, invoice review and payment processing, document control, stakeholder communication, and contract closeout. The role provides administrative and project coordination support to ensure contracts are executed efficiently, comply with MBTA policies and applicable regulations, and contribute to the successful delivery of the CIP.

Examples of duties

• Assist with preparing solicitation documents for professional services and construction contracts for state-funded and/or federally funded capital projects, in accordance with applicable agency policies and procedures.
• Assist with contractor, consultant, and vendor qualification, prequalification, and compliance processes in accordance with agency policies and procurement requirements.
• Advertise and disseminate procurement opportunities through agency-approved electronic procurement systems, including all statutorily required and agency-designated external notification channels.
• Assist with the administration of payments to consultants, designers, contractors, and third party vendors, including receiving, tracking, and processing invoices and vouchers through agency financial and contract management systems.
• Create and maintain project, procurement, and contract documents and records, including bidder/proposer lists, solicitation documentation, and contract communications such as salary increase requests, agenda, and notifications, etc., ensuring that they are accurate and up to date.
• Assist with documenting and tracking contractor's work directives, claims, payment invoices, risk reallocations, and/or change orders.
• Assist Risk Management to track, log and maintain the authority’s Insurance database and related compliance documentation.
• Assist with preparing, processing, tracking, and maintaining contract modifications and related contract actions, including amendments, task orders, work orders, change orders, work directives, and other administrative actions.
• Assist in the preparation, formatting, and issuance of procurement and contract documents, letters including notices to proceed and other official communications to consultants or contractors.
• Assist in the development of Standard Operating Procedures (SOPs) and manuals, and in updating.
• MBTA-related policies and procedures based on Federal Transit Administration (FTA) Regulations and Best Practices as well as State Procurement Laws.
• Coordinate tasks with Capital Programs personnel, including contract administration staff and other project coordinators, as required.
• Prepare project-related correspondence, reports, charts, and presentations using MS Office (Word, Excel, PowerPoint), using data extracted from Project and Financial Management information systems or databases.
• Analyze contracts to ensure compliance with state and federal laws and regulations. Review submitted project documentation and ensure accuracy per MBTA standard operating procedures.
• Analyze, review, correct, and administer systems data across Project Management Information Systems (PMIS), and Capital Management System (CMS), and Financial Information Systems (FMIS) platforms to directly support and execute a wide spectrum of team-specific functions and workflows.
• Assist in Federal, State, and Agency Audits.
• Coordinate tasks within the Engineering and Capital Division and other MBTA departments, including but not limited to Railroad Operations, Environmental, and Safety. Proactively follow-up with Project Managers and Capital Support Staff on pending contract actions, change-related actions, and closeout documentation. Communicate with external third parties, including but not limited to contractors and/or consultants, as necessary.
• Organize and prioritize workload, assisting Project Manager(s), Contract Services staff and other Capital Programs Support staff in identifying project and process needs/requirements.
• Organize and maintain effective means to interpret, present, and communicate project information at internal and external meetings with project office staff, change order management, and other MBTA departments and public agencies.
• Organize, schedule, and facilitate meetings with internal and external stakeholders, maintain accurate meeting documentation, and track action items. Attend on-and-off-site meetings, as necessary.
• Contribute to and support the achievement of goals, objectives, and strategic priorities established by Contract Services, within the Capital Program Support Group and the Engineering and Capital Division.
• 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.
• Support the onboarding, training, and mentoring of new and existing team members, by providing guidance and knowledge transfer as needed.
• Perform other related 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.

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.
• Effective and professional written and communication skills.

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 substitute 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 in Engineering, Construction Management, Architecture, Business Administration or a related field from an accredited institution.
• Experience providing project support in a public sector, transit, and/or facilities environment.