Project Coordinator, Contract Services

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, sustainability, culture, and accessibility, 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.

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.

• 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.

• 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.

• 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.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• 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 diverse workforce 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 current student or 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 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.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

1. 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.
2. Application Completion: It is each applicant’s responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. 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.
5. Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. 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.
7. Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. 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.
9. 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.
10. 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 hradaaa@mbta.com.
11. Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer. 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 .
12. Intern / Co-Op Benefits: Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.