Supplemental Work Project Administrator

Keolis America, Inc.; Somerville (MA); On-site; USD 80,000 - 95,000; Full time

Job summary

Keolis America, Inc. is seeking a detail-oriented financial administrator to support project accounting for public transportation initiatives in the Boston area. The role emphasizes project administration, invoicing, and budget control across MBTA and external partner projects.

Ideal candidates bring at least two years of financial analysis experience, strong MS Office skills, and the ability to work in a fast-paced environment with cross-functional teams.

Qualifications

• Associate degree or equivalent in railroad or transportation environment is required.
• Minimum of two years’ experience in financial analysis, accounting principles, budget monitoring, and financial reporting.
• Proficiency with MS Office (Excel, PowerPoint, SharePoint).
• Experience in public transport sector in operations or construction roles is desirable with exposure to basic contract language.
• Strong ability to manage multiple high-priority activities simultaneously.

Responsibilities

• Adheres to Employee Engagement, Operational Excellence, Safety & Security, and Economic Performance.
• Set up and maintain Supplemental Work projects in systems (D365, SharePoint).
• Create vendor purchase requisitions and process invoices for MBTA and third-party projects.
• Review and reconcile project expenses against budget for PMO support.
• Quality assurance of labor charging and vendor invoicing; identify process improvements.

Skills

Financial analysis

Budget monitoring

Financial reporting

MS Office

Excel

PowerPoint

SharePoint

Project management

Communication skills

Stakeholder management

Adaptability

Education

Associate degree or equivalent in railroad/transportation

Tools

Dynamics 365

MS Office Suite

Job description

Driven by Purpose. Powered by People.

At Keolis, a leader in public transportation and proudly headquartered in Boston, our mission — We Imagine, We Care, We Commit— is more than words. It’s how we support our communities and how we support each other. As part of our team, you'll have access to a comprehensive benefits package designed with your wellbeing in mind. We offer a competitive benefits package that supports your health, wellbeing, and peace of mind. This includes medical, dental, and vision coverage, along with life and disability insurance. You’ll also have access to a variety of voluntary benefits such as hospital indemnity, accident, and critical illness coverage, as well as home, auto, and pet insurance. To help secure your financial future, we also provide a 401(k)-retirement plan with a company match. At Keolis, you're not just building a career — your part of something bigger.

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

Minimum Knowledge and Experience:

• Associate degree or an equivalent amount of work experience in either the railroad or a transportation environment is required.
• Minimum of two years’ experience with financial analysis, general accounting principles and methods, budget monitoring (Dynamics 365 experience preferred) and financial reporting.
• Proven knowledge of proficiencies when utilizing MS Office package (specifically Excel, PowerPoint, and SharePoint).
• Experience in the public transport sector in either operational or construction roles is desired with exposure to basic contract language.
• Demonstrated experience to be effective, motivated, and driven professional to manage multiple high priority activities simultaneously.

Skills:

• Excellent communication and presentation skills as well as project management, time management, decision-making, and analytical skills in a deadline-driven role.
• 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.
• Evidence of highly developed organizational skills that show the ability to work independently with minimal supervision and to deliver quality results.
• 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.
• Key personal traits: forward thinking, proactive, resilient, sound judgement, innovative where it is required, driven by a relentless pursuit of excellence.

Key Accountabilities (Essential Job Duties):

• Demonstrates understanding and adheres 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. Gather any necessary additional back-up to ensure timely payments.

Quality Assurance & Continuous Improvement:

• Responsible for quality assurance of work performed by employees of the Supplemental Work Department, with a particular focus on labor charging and vendor invoicing.
• Analyze administrative processes to continuously identify improvement in work practices and scheduling.
• Other duties as assigned during emergencies.
• Working Conditions (including Physical Demands)
• Will work predominantly in an office environment (95%), with occasional visits to field sites (5%)
• Might be in a stationary position for a considerable time (sitting and/or standing).
• The person in this position needs to move about inside the office to access filing cabinets, office machinery, etc.

Additional Statements:

• 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.
• Safety commitment: Safety is a way of life at Keolis. By placing safety first, we ensure the wellbeing of our employees, customers, and communities. Together we can become the most successful transportation company in the world.
• Environmental commitment: Keolis is committed to protecting the environment by minimizing the impact of operations to our people and the communities in which we operate.
• 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.
• Disclaimer and closing statement: The above statements are intended to describe the general nature and level of work performed by employees assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees assigned to this job, and Keolis retains the right to change or assign other duties to this position. Employees must be able to perform the essential job duties of this position satisfactorily. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. Keolis is committed to offering our employees competitive compensation and benefits, opportunities for development and growth throughout an exciting and rewarding career, and the safest work environment possible.