Supplemental Work Project Administrator

About the role

Keolis, a leader in public transportation headquartered in Boston, is seeking a professional to join our team. Our mission — We Imagine, We Care, We Commit — is how we support our communities and each other.

Key Accountabilities

• Demonstrates understanding and adheres to the KCS principles of Employee Engagement, Operational Excellence, Safety & Security, and Economic Performance
• Project Administration: Ensure all new and existing Supplemental Work projects are set-up/maintained and that 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
• Invoicing Support: 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 any necessary additional back-up to ensure timely payments
• Quality Assurance & Continuous Improvement: 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
• Other duties as assigned during emergencies

Minimum Knowledge and Experience

• Associate degree or an equivalent amount of work experience in either the railroad or a transportation environment is required
• 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 proficiencies when utilizing 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 experience to be effective, motivated, and driven professional to manage multiple high priority activities simultaneously

Skills

• Excellent communication and presentation skills as well as 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
• Evidence of highly developed organizational skills that show the ability to work independently with minimal supervision and to deliver quality results
• Proven ability to lead by example to foster positive cross-functional relationships with internal and external stakeholders specific to meeting project deadlines and responding effectively to changes in priorities
• Must possess excellent verbal and writing skills
• Key personal traits: forward thinking, proactive, resilient, sound judgement, innovative where it is required, driven by a relentless pursuit of excellence

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 a company match

Pay

$80,000-$95,000

Working Conditions

• Will work predominantly in an office environment (95%), with occasional visits to field sites (5%)
• Might be in a stationary position for a considerable time (sitting and/or standing)
• The person in this position needs to move about inside the office to access filing cabinets, office machinery, etc.