Project Coordinator

Massachusetts Bay Transportation Authority • Brookline, MA

2d

About The Position

The Project Coordinator supports the Light Rail Transportation leadership team by administering, coordinating, and executing cross-functional projects within the department and across the MBTA. The role helps ensure projects are delivered on time, within scope, and in alignment with organizational standards. It provides operational, planning, and logistical support, including coordinating meetings, preparing minutes, maintaining databases, and assisting with ongoing and special projects. The coordinator also supports day-to-day efficiency and longer-term goals through data management, clear communication, and process and workflow improvements.

The position works with Light Rail leadership, district staff, frontline employees, other Operations departments, and external stakeholders. It maintains project and administrative documentation, prepares reports and visual presentations, supports operational data collection and analysis, and uses MBTA and enterprise systems to retrieve and compile information. The role also responds to inquiries, coordinates correspondence, and follows MBTA rules, regulations, collective bargaining agreements where applicable, and policies.

Requirements

• Bachelor's degree from an accredited institution, or an accepted education and experience substitution.
• Two years of experience in office management and coordination at the executive level.
• One year of experience developing and preparing statistical reports.
• Experience using Microsoft Word, Excel, PowerPoint, and Outlook.
• Experience using enterprise software systems.
• Ability to work all shifts as directed.
• Ability to pass a written assessment or relevant Microsoft Office assessment.
• Ability to read, comprehend, communicate, and respond effectively in English.
• At least 18 years of age, except for participants in an approved high school internship or co-op program.
• Ability to commute to assigned work locations in the Boston, Massachusetts metro area as required.
• Ability to provide courteous and professional experiences to internal and external customers.
• Ability to work effectively independently and as part of a diverse workforce team.
• Ability to uphold the rights and interests of the MBTA while maintaining effective relationships with employees and coworkers.
• Ability to comply with MBTA rules, regulations, applicable collective bargaining agreements, and policies, including EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Satisfactory work record for the two years immediately before the posting's closing date, subject to the exceptions described in the posting.
• Ability to pass applicable CORI, background, medical, physical examination, and drug and alcohol screening requirements.
• Ability to work assigned shifts and locations, including as necessary during severe weather, emergencies, or other circumstances affecting service or safety.
• Legal authorization to work in the United States on an unrestricted basis and a U.S. Social Security Number before starting the position.

Nice To Haves

• Knowledge of or experience in transit or transportation, including railroad or airline operations.

Responsibilities

• Coordinate and support Light Rail leadership meetings by developing and maintaining agendas, securing meeting space, managing attendance, and recording and distributing minutes.
• Schedule internal and external meetings with stakeholders, manage correspondence, and present information clearly.
• Develop, maintain, and distribute regularly scheduled reports.
• Maintain files and document-management systems for Light Rail Transportation leadership and district offices.
• Assist with data entry and reporting as needed.
• Communicate with district staff, including district leadership and frontline employees.
• Create and maintain project documentation, including business requirement documents, traceability matrices, and process maps.
• Maintain meeting minutes, project plans, and status reports with version control and team accessibility.
• Coordinate, maintain, and monitor Light Rail employee receipt of materials, resources, and communications.
• Create reports and develop analyses, including appropriate visual representations of metrics.
• Prepare correspondence, charts, reports, presentations, and visual data outputs using Microsoft Office and MBTA systems.
• Streamline data-entry procedures to improve efficiency and accuracy.
• Collaborate with the Light Rail team to foster continuous improvement and safety for frontline employees.
• Promote and support the use of technology and databases for operational efficiency and project tracking.
• Partner with other Operations departments to collect, compile, and distribute information and data.
• Use operational systems to retrieve and compile data, including HRCMS, PeopleSoft, HASTUS, Maximus, financial and materials management systems, data warehouses, and other databases and tracking systems.
• Respond courteously and professionally to inquiries directed to the Light Rail Office.
• Answer phones, take and distribute messages, and coordinate with other departments to ensure timely responses to inquiries.
• Follow established departmental administrative procedures and ensure the timely flow of correspondence and reports.
• Use a company-issued computer to prepare correspondence and respond to email.
• Remain available to check and respond to emails outside scheduled working hours.
• Maintain communication with the DPU, RMV, and State Police Department regarding licensing and testing schedules, license issues, and DPU issues.
• Perform other assigned duties and projects.

Benefits

• Intern and co-op employees are eligible for accrued paid sick leave and a monthly transportation pass based on their commuting city, at no cost; no additional intern or co-op benefits are currently offered.

What This Job Offers

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