Project Coordinator

At the MBTA, we envision a thriving region enabled by a best‑class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA’s Core Values are built around safety, service, equity, sustainability, and culture. Each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.

The Project Coordinator will support the Quality, Compliance and Oversight (QCO) Office in the administration and coordination of cross‑functional projects and ongoing operational activities. This role provides day‑to‑day support related to project coordination, documentation, reporting, meeting logistics, and general administrative functions, while assisting with procurement coordination, financial tracking, invoice review, and data management as needed to support QCO programs and initiatives.

The QCO Office was established to strengthen oversight, compliance, and program delivery across the MBTA. In this role, the Project Coordinator will work closely with QCO leadership, internal departments, and external partners to facilitate coordination, maintain accurate records, and support effective execution of QCO responsibilities. The position plays an important role in supporting continuity, assisting active and emerging initiatives, and reinforcing QCO’s overall operational effectiveness and compliance objectives.

• 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; manage correspondence; prepare agendas; attend meetings as needed; and document and distribute meeting notes and action items.
• Provide administrative, operational, and coordination support to project teams and QCO leadership across multiple initiatives.
• Assist in identifying project requirements, setting priorities, tracking deliverables, and supporting alignment with organizational goals.
• Organize and prioritize workload to support project execution; independently manage time‑sensitive and complex tasks while seeking guidance as appropriate.
• 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 support reporting on project milestones, schedules, budgets, and resource utilization; assist in evaluating project status and identifying potential risks or issues.
• 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 elevate as necessary.
• Take the initiative to improve and streamline policies, procedures, and project processes through analysis and documentation.
• Promote effective use of technology, databases, and tracking tools to enhance coordination, documentation, and operational efficiency.
• Support the development and maintenance of databases for ongoing project needs.
• Assist with the administration and coordination of consultant and contractor activities, including support for contracts, amendments, invoices, and related documentation.
• Review and assist with the processing of invoices, requisitions, and other financial documentation in a timely and accurate manner.
• Monitor and support tracking of expenditures against approved budgets to assist with financial oversight and reporting.
• Review and analyze monthly invoices and requisitions from consultants and contractors.
• Attend off‑site meetings as required.
• Follow up on actions required for task completion while seeking guidance as necessary.
• Respond to inquiries from internal staff, vendors, and external…