Materials Coordinator

Materials Coordinator

The Materials Coordinator, as part of the Stations, Facilities & Structures department's Materials Management team, will assist department stakeholders in administering the requisition-to-purchase-order-to-invoice lifecycle. In addition, the coordinator will liaise with the budget office and procurement and logistics to ensure material, tool, and equipment requests are adequately fulfilled in a timely, cost-effective manner.

• Manage the requisition process to ensure inputted requests comply with the MBTA's procurement policies and procedures
• Assist department stakeholders compile and submit high quality requisitions through periodic training sessions
• Process requisitions into FMIS in a timely manner and liaise with the budget office, procurement and logistics, and/or capital delivery to effectively transition requisitions into purchase orders
• Monitor purchase order related expenditures to ensure they are properly reviewed by internal MBTA stakeholders and received in FMIS in accordance with a contract's terms and conditions
• Work with third party providers and MBTA stakeholders to proactively resolve invoice related issues and provide early notice of problem areas at a high level
• Assist in the tracking of contract start and end dates to ensure there is enough time to complete the procurement process
• Receive, review, and process invoices to assist Stations, Facilities & Structures team achieve its financial reporting requirements
• Maintain appropriate and organized records, invoices, and other documents
• Analyze, prepare, and maintain reports and records
• Encourage the adoption of digital tools and existing ERP software through hands-on training sessions and one on one tutorials
• Respond to each inquiry, whether from a customer, vendor or co-worker in a courteous and professional manner consistent with the Authority's "Driven by Customer Service" quality standard.
• Work closely with and provide guidance to a group of senior managers, area managers and contract employees and/or vendors.
• Drive a company or personal vehicle to visit work sites as needed.
• Perform related duties and projects as assigned.

Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions. Supervision No direct reports.

• A Bachelor's degree from an accredited institution.
• Three (3) years of experience in materials procurement or a related field with an ability to read simple contracts
• Working knowledge of the Microsoft Office suite and ERP software
• Demonstrated ability to multitask and work independently to meet deadlines
• Excellent collaboration and customer service skills
• Working knowledge of data reporting
• Have the ability to work effectively with a diverse workforce.
• Successful applicants must have the English language skills required for the effective performance of the position.
• Possession of a valid driver's license without infractions in accordance with MBTA policy

• A bachelor's degree in business, supply chain management, or a related field from an accredited institution.
• Experience providing project support in a public sector, transit, and/or facilities environment.

Substitutions A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement. An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement. A master's degree in a related subject substitutes for two (2) years of general experience.

A nationally recognized certification or statewide/professional certification in a related field substitutes for one year of experience.

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions…