Keolis Commuter Services
Supplemental Work Project Administrator
Keolis Commuter Services, Boston, Massachusetts, us, 02298
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 equivalent work experience in a railroad or transportation environment.
Minimum of two years’ experience with financial analysis, general accounting principles, budget monitoring (Dynamics 365 experience preferred) and financial reporting.
Proven proficiency with the MS Office package (Excel, PowerPoint, and SharePoint).
Experience in the public transport sector in operational or construction roles, with exposure to basic contract language.
Demonstrated ability to manage multiple high‑priority activities simultaneously.
Skills
Excellent communication, presentation, project management, time management, decision‑making, and analytical skills.
Ability to adapt to innovative technologies and tools that enhance efficiency and accelerate change.
Strong organizational skills, working independently with minimal supervision, delivering quality results.
Leadership ability to foster positive cross‑functional relationships with internal and external stakeholders, meeting project deadlines and responding to changing priorities.
Forward‑thinking, proactive, resilient, sound judgment, innovative, and driven by a relentless pursuit of excellence.
Key Accountabilities (Essential Job Duties)
Demonstrate understanding and adherence 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 and gather necessary backup to ensure timely payments.
Quality Assurance & Continuous Improvement:
Responsible for quality assurance of work performed by employees of the Supplemental Work Department, focusing on labor charging and vendor invoicing. Analyze administrative processes to continually identify improvements in work practices and scheduling.
Other duties as assigned during emergencies.
Working Conditions (including Physical Demands)
Predominantly office environment (95%) with occasional visits to field sites (5%).
Stationary position for long periods (sitting and/or standing).
Requires movement within office to access filing cabinets, office machinery, etc.
Additional Statements
Drug and alcohol screening: Employment contingent upon passing a pre‑employment drug and alcohol screen, favorable background check, and a physical examination.
Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities.
Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations on people and communities.
EEO Statement:
Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of 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.
Disclaimer and Closing Statement:
The above statements describe the general nature and level of work performed by employees assigned to this classification. They are not exhaustive. Keolis retains the right to change or assign other duties. Employees must be able to perform the essential job duties satisfactorily. Reasonable accommodations will be made for disabilities if requested, absent undue hardship. Keolis is committed to offering competitive compensation, benefits, opportunities for development and growth, and the safest work environment possible.
Salary Range $80,000 – $95,000
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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 a railroad or transportation environment.
Minimum of two years’ experience with financial analysis, general accounting principles, budget monitoring (Dynamics 365 experience preferred) and financial reporting.
Proven proficiency with the MS Office package (Excel, PowerPoint, and SharePoint).
Experience in the public transport sector in operational or construction roles, with exposure to basic contract language.
Demonstrated ability to manage multiple high‑priority activities simultaneously.
Skills
Excellent communication, presentation, project management, time management, decision‑making, and analytical skills.
Ability to adapt to innovative technologies and tools that enhance efficiency and accelerate change.
Strong organizational skills, working independently with minimal supervision, delivering quality results.
Leadership ability to foster positive cross‑functional relationships with internal and external stakeholders, meeting project deadlines and responding to changing priorities.
Forward‑thinking, proactive, resilient, sound judgment, innovative, and driven by a relentless pursuit of excellence.
Key Accountabilities (Essential Job Duties)
Demonstrate understanding and adherence 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 and gather necessary backup to ensure timely payments.
Quality Assurance & Continuous Improvement:
Responsible for quality assurance of work performed by employees of the Supplemental Work Department, focusing on labor charging and vendor invoicing. Analyze administrative processes to continually identify improvements in work practices and scheduling.
Other duties as assigned during emergencies.
Working Conditions (including Physical Demands)
Predominantly office environment (95%) with occasional visits to field sites (5%).
Stationary position for long periods (sitting and/or standing).
Requires movement within office to access filing cabinets, office machinery, etc.
Additional Statements
Drug and alcohol screening: Employment contingent upon passing a pre‑employment drug and alcohol screen, favorable background check, and a physical examination.
Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities.
Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations on people and communities.
EEO Statement:
Our policy is to afford Equal Employment Opportunity to qualified individuals regardless of 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.
Disclaimer and Closing Statement:
The above statements describe the general nature and level of work performed by employees assigned to this classification. They are not exhaustive. Keolis retains the right to change or assign other duties. Employees must be able to perform the essential job duties satisfactorily. Reasonable accommodations will be made for disabilities if requested, absent undue hardship. Keolis is committed to offering competitive compensation, benefits, opportunities for development and growth, and the safest work environment possible.
Salary Range $80,000 – $95,000
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