Supplemental Work Project Administrator

About the role

Keolis, a leader in public transportation headquartered in Boston, is seeking a professional to manage financial analysis, budget monitoring, and project administration for Supplemental Work projects. This role supports the Project Management Office by reviewing, monitoring, and reconciling project expenses against budget, as well as supporting invoicing processes and ensuring quality assurance of work performed by the Supplemental Work Department.

Key accountabilities

• Demonstrate understanding and adhere to the KCS principles of Employee Engagement, Operational Excellence, Safety & Security, and Economic Performance
• Ensure all new and existing Supplemental Work projects are set-up/maintained and documentation is posted in the appropriate systems (D365, SharePoint, etc.)
• Create vendor purchase requisitions and process vendor invoices for approval and payment for all Supplemental Work projects (both MBTA and third-party projects)
• Support the Project Management Office by reviewing, monitoring, and reconciling project expenses against budget
• Review project hourly and salaried labor, materials, vehicle leasing, fuel allocations, vendor invoicing, etc. to ensure all Supplemental Work is properly charged to the MBTA and third-party projects
• Review and investigate project deductions made against monthly billings; gather necessary additional back-up to ensure timely payments
• Responsible for quality assurance of work performed by employees of the Supplemental Work Department, with a particular focus on labor charging and vendor invoicing
• Analyze administrative processes to continuously identify improvement in work practices and scheduling
• Perform other duties as assigned during emergencies

Qualifications

• Associate degree or equivalent work experience in either the railroad or a transportation environment
• Minimum of two years' experience with financial analysis, general accounting principles and methods, budget monitoring (Dynamics 365 experience preferred), and financial reporting
• Proven knowledge of MS Office package (specifically Excel, PowerPoint, and SharePoint)
• Experience in the public transport sector in either operational or construction roles is desired, with exposure to basic contract language
• Demonstrated ability to manage multiple high priority activities simultaneously

Skills

• Excellent communication and presentation skills
• Project management, time management, decision-making, and analytical skills in a deadline-driven role
• Proven ability to adapt to innovative technologies and tools that create efficiency and accelerate change
• Ability to influence wider organizational culture through systemic, sustainable approaches
• Highly developed organizational skills with ability to work independently with minimal supervision and deliver quality results
• Ability to lead by example to foster positive cross-functional relationships with internal and external stakeholders
• Ability to respond effectively to changes in priorities
• Excellent verbal and writing skills
• Forward thinking, proactive, resilient, sound judgement, innovative, driven by a relentless pursuit of excellence

Pay

Salary range: $80,000-$95,000

Benefits

• Medical, dental, and vision coverage
• Life and disability insurance
• Voluntary benefits including hospital indemnity, accident, and critical illness coverage, as well as home, auto, and pet insurance
• 401(k)-retirement plan with company match

Working conditions

• Predominantly office environment (95%), with occasional visits to field sites (5%)
• May be in a stationary position for a considerable time (sitting and/or standing)
• Must be able to move about inside the office to access filing cabinets, office machinery, etc.