Project Coordinator

The Project Coordinator position will provide the Light Rail Transportation leadership team through the administration, coordination, and execution of cross-functional projects within the department and across the MBTA . This position will ensure projects are delivered on time, within scope, and in alignment with organizational standards. The role provides essential support in operations, planning, and logistics—including coordinating and attending key meetings, producing meeting minutes, maintaining accurate databases, and assisting with ongoing and special projects.

The Project Coordinator contributes to both day-to-day operational efficiency and long-term goals by managing data, streamlining communication, and proactively improving processes and workflows. Examples of Duties Coordinate and support Light Rail leadership meetings including, developing and maintaining meeting agenda, securing meeting space, managing meeting attendance, and recording/sharing meeting minutes. Coordinate and schedule internal and external meetings involving various stakeholders; manage correspondence and present information clearly.

Develop, maintain, and distribute regularly scheduled reports. Develop and maintain files and document management for Light Rail Transportation leadership and district offices. Assist with data entry and reports as needed. Communicate with district staff, including district leadership and frontline employees. 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. Coordinate, maintain, and monitor Light Rail employee receipt of materials, resources, and various communications. Create reports and develop analysis. Prepare professional correspondence, charts, reports, presentations, and visual data outputs using Microsoft Word, Excel, PowerPoint, and MBTA systems.

Streamline data entry procedures to enhance efficiency and accuracy. Collaborate with the Light Rail team to foster a culture of improvement and safety for frontline employees. Promote and support the use of technology and databases to enhance operational efficiency and project tracking. Ability to provide appropriate visual representation of metrics. Partner with other Operations departments to assist in the collection, compilation, and distribution of information and data.

Work in various systems to retrieve and compile Operational data. These systems include, but are not limited to, HRCMS, PeopleSoft, HASTUS, Maximus, financial and materials management systems, data warehouses, and other databases and tracking systems in use by Operations and the MBTA. Respond to all inquiries into the Light Rail Office in a courteous and professional manner. Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.

Answer phones, take and distribute messages, and coordinate with other departments to ensure inquiries are responded to in a timely manner. Follow established departmental administrative procedures. Use a company issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports. Be available to check and respond to emails outside of scheduled working hours.

Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues Perform all other duties and projects that may be assigned Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions. Supervision None Supplemental Information Knowledge or experience in transit or transportation, including railroad or airline operations.