Supplemental Project Administrator

Position: Supplemental Work Project Administrator

Salary Range

$80,000-$95,000

Role Title

Supplemental Work Project Administrator

Role Purpose

The purpose of this role is to assist in the administration of all Keolis Commuter Services (KCS) Supplemental Work projects to support project set-up, procurement, labor charging, vendor payment, and customer invoicing.

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.

Key Accountabilities (Essential

Job Duties )

• 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.

Working Conditions (including Physical Demands)

• 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.

Additional Statements

• Drug and alcohol screening:
  Employment contingent upon passing pre-employment drug and alcohol screen. Also, contingent upon receiving a favorable background check. Must pass a physical examination.
• Safety commitment:
  Safety is a way of life  placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world.
• Environmental commitment:
  Keolis is committed to…