Supplemental Work Project Administrator

Overview

Administers supplemental work projects, handling setup, procurement, billing, and reporting.

Key Responsibilities

• project setup
• procurement
• labor charging
• vendor invoicing
• expense reconcile
• d365

Tasks

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. Analyze administrative processes to continuously identify improvement in work practices and scheduling. Review and investigate project deductions made against monthly billings. Gather any necessary additional back-up to ensure timely payments. Support the Project Management Office by reviewing, monitoring, and reconciling project expenses against budget. Ensure all new and existing Supplemental Work projects are set-up/maintained and that documentation is posted in the appropriate systems (D365, SharePoint, etc.). Responsible for quality assurance of work performed by employees of the Supplemental Work Department, with a particular focus on labor charging and vendor invoicing. Create vendor purchase requisitions and process vendor invoices for approval and payment for all Supplemental Work projects (both MBTA and third-party projects). 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.

Requirements

• dynamics 365
• ms office
• financial analysis
• associate degree
• project management
• public transport

What You Bring

The person in this position needs to move about inside the office to access filing cabinets, office machinery, etc. 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. Demonstrates understanding and adheres to the KCS principles of Employee Engagement, Operational Excellence, Safety & Security, and Economic Performance. Experience in the public transport sector in either operational or construction roles is desired with exposure to basic contract language. 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. 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. Excellent communication and presentation skills as well as project management, time management, decision-making, and analytical skills in a deadline-driven role. Minimum of two years’ experience with financial analysis, general accounting principles and methods, budget monitoring (Dynamics 365 experience preferred) and financial reporting. Will work predominantly in an office environment (95%), with occasional visits to field sites (5%) Evidence of highly developed organizational skills that show the ability to work independently with minimal supervision and to deliver quality results. Proven knowledge of proficiencies when utilizing MS Office package (specifically Excel, PowerPoint, and SharePoint). Demonstrated experience to be effective, motivated, and driven professional to manage multiple high priority activities simultaneously. Associate degree or an equivalent amount of work experience in either the railroad or a transportation environment is required.

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Benefits

Salary Range: $80,000-$95,000 EEO statement: Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of their race, color, sex, religion, age, creed, marital status, national origin, ancestry, physical or mental disability, sexual orientation, or gender identification. We maintain a drug-free workplace and perform pre-employment substance abuse testing.

About Keolis Commuter Services

-operates as a leading provider of public transportation solutions, focusing on the North American market. -specializes in delivering safe, efficient, and customer-centric rail and bus services. -manages major transit systems, such as the Massachusetts Bay Transportation Authority (MBTA) in Boston. -has decades of experience, becoming a trusted partner for municipalities offering urban to regional services. -focuses on innovative technology to ensure services are reliable and future-ready. -has a strong track record of improving operational efficiencies while enhancing the customer experience with smart mobility solutions. -emphasizes collaboration with local authorities to meet the evolving needs of commuters.

Sector Specialisms

Security Clearance

-pre‑employment drug and alcohol screening required -favorable background check required -physical examination required