Project Coordinator

Massachusetts School Building Authority • Boston, MA

1d • Hybrid

About The Position

The Project Coordinator works in the Capital Planning Department and administers processes and procedures associated with the MSBA grant program. The role supports Program Managers in managing proposed and approved school building projects through completion and closeout, and helps review and process district submittals for the Accelerated Repair Program and the Core Program. The Project Coordinator reports to Program Managers and works with the Director of Program Management on internal and external reporting and communications.

The position serves as an initial contact for local officials, tracks project correspondence, monitors district progress, and coordinates activities between school districts, local officials, and MSBA departments. It supports consultant selection and related panels, funding agreements, schedules, change orders, feasibility studies, schematic designs, and Facilities Assessment Subcommittee meetings. The role also handles correspondence intake and distribution, prepares communications, schedules occasional site visits, and provides support to Capital Planning staff and management. The position requires working in-office at least two days per week and occasional travel to project sites.

Requirements

• Bachelor's degree in a related field.
• 1–2 years of professional and business administrative experience.
• Strong verbal and written communication skills.
• Ability to gather, analyze, and present complex information clearly and concisely.
• Excellent interpersonal skills and phone etiquette.
• Ability to provide professional, service-oriented, and respectful customer service to local officials.
• Ability to multitask and prioritize using strong organizational skills.
• Ability to work independently and as part of a team.
• Ability to maintain confidentiality regarding sensitive information.
• Proficiency with Microsoft Office 365 applications, including Excel, PowerPoint, Word, Teams, and Outlook.
• Experience with SharePoint or a similar file-sharing platform.
• Ability to work in-office at least two days per week.
• Ability and willingness to travel occasionally to project sites.

Nice To Haves

• Applicable project management and/or program experience.
• Knowledge of Massachusetts municipal government.
• Experience working with federal, state, county, or local government.

Responsibilities

• Serve as an initial point of contact for local officials regarding the MSBA grant program process.
• Track correspondence between the MSBA and school districts for assigned projects.
• Assist with Statements of Interest communications and review incoming Statements of Interest submittals for the Accelerated Repair Program and Core Program.
• Monitor the progress of school districts invited into the Accelerated Repair and Core Programs.
• Report issues affecting school districts and work with others to remedy complications as appropriate.
• Coordinate project activities between local officials and MSBA departments.
• Prepare written correspondence, letters, and emails to school districts.
• Meet and communicate with local school and municipal officials during planning, study, and construction of approved school projects.
• Guide meetings to explain and maintain schedules and budgets and ensure compliance with MSBA guidelines and funding agreements.
• Support the intake, logging, and distribution of incoming and outgoing Capital Planning correspondence in MSBA and departmental systems.
• Coordinate consultant selection between MSBA project managers and local officials in accordance with Massachusetts state law and MSBA program regulations.
• Enter executed contracts and amendments into the MSBA system to support reimbursement.
• Participate in meetings supporting consultant selection, such as the OPM Review Panel and/or Designer Selection Panel.
• Assist with the review and preparation of funding agreements, schedules, and change orders.
• Assist Project Managers in reviewing feasibility studies and completing schematic designs in accordance with agreed budgets and schedules.
• Support districts preparing for Facilities Assessment Subcommittee meetings to review preferred solutions.
• Schedule and occasionally participate in project site visits.
• Provide requested support to Senior Project Coordinators, Program Managers, Capital Program Managers, Senior Capital Program Managers, and department directors.
• Respond to employee and management inquiries as needed.
• Perform other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level