Supplemental Project Administrator

Supplemental Work Project Administrator – Keolis Commuter Services

Join to apply for the Supplemental Work Project Administrator role at Keolis Commuter Services.

Salary Range: $80,000-$95,000

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 equivalent work experience in railroad or transportation environment.
  • Minimum two years’ experience with financial analysis, accounting principles, budget monitoring (Dynamics 365 preferred), and financial reporting.
  • Proven proficiency with MS Office (Excel, PowerPoint, SharePoint).
  • Experience in the public transport sector in operational or construction roles preferred; exposure to basic contract language desirable.
  • Strong motivation and ability to manage multiple high‑priority activities simultaneously.
• Skills:
  • Excellent communication, presentation, project management, time management, decision‑making and analytical skills.
  • Adaptability to innovative technologies and tools, and ability to influence organizational culture.
  • Highly developed organizational skills, independent work with minimal supervision, delivering quality results.
  • Leadership by example to foster positive cross‑functional relationships with internal and external stakeholders; strong verbal and written skills.
  • Key personal traits: forward‑thinking, proactive, resilient, sound judgement, innovative, driven by excellence.
• Key Accountabilities (Essential Job Duties):
  • Adhere to KCS principles:
    Employee Engagement, Operational Excellence, Safety & Security, and Economic Performance.
• Project Administration:
  • Set‑up and maintain all Supplemental Work projects; post documentation in appropriate systems (D365, SharePoint, etc.).
  • Create vendor purchase requisitions and process vendor invoices for approval and payment for all Supplemental Work projects.
  • Support the Project Management Office by reviewing, monitoring, and reconciling project expenses against budget.
• Invoicing Support:
  • Review project labor, materials, vehicle leasing, fuel allocations, vendor invoicing, etc., to ensure proper charging to MBTA and third‑party projects.
  • Investigate project deductions against monthly billings and gather necessary backup for timely payments.
• Quality Assurance & Continuous Improvement:
  • Ensure quality of work performed by Supplemental Work Department employees, focusing on labor charging and vendor invoicing.
  • Analyze administrative processes to identify continuous improvements.
  • Perform other duties as assigned during emergencies.
• Working Conditions (Physical Demands):
  • Predominantly office environment (95%) with occasional site visits (5%).
  • Stationary work: sitting and/or standing for extended periods.
  • Movement required within office to access filing cabinets and office machinery.
• Additional Statements:
  • Drug and alcohol screening: employment contingent upon successful screening and background check; physical examination required.
  • Safety commitment: safety-first approach for employees, customers, and communities.
  • Environmental commitment: minimize operational impact on people and communities.
  • EEO Statement: Keolis affirms equal employment opportunity to qualified individuals regardless of race, color, sex, religion, age, creed, marital status, national origin, ancestry, disability, sexual orientation, or gender identity; maintains a drug‑free workplace and performs pre‑employment substance abuse testing.
  • Disclaimer: The above statements describe the general nature and level of work. They are not exhaustive. Reasonable accommodations will be made for disabilities. Keolis may change or assign other duties.