Project Coordinator (Quality, Compliance, and Oversight)

About the Role

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.

Responsibilities

• 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.

Requirements

• 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.

Qualifications

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.

Preferred Experience & Skills

• 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.

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.
• 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).
• 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 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.

Benefits

Intern / Co-Op Benefits:

• Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave.
• A monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost.