Administrative Intake Coordinator

Job Title: Administrative Intake Coordinator

Location: Boston, MA 02116

Type: 5 Months + Contract

Pay Rate: $30 an hour

Job Summary

We are seeking an  Administrative Intake Coordinator who will serve as Safety Hotline Lead Contractor for our department in Boston, MA. They will be supporting compliance with Federal Transit Administration (FTA) Public Transportation Agency Safety Plan (PTASP) regulations (49 CFR Part 673) and Department of Public Utilities (DPU) oversight. They will address report processing backlogs and drive safety risk management. Reporting directly to the Safety program Deputy Director, they will review incoming hotline reports, enters data into the Origami database, performs initial risk assessments, escalates urgent hazards, coordinates cross-departmentally, and provides direct updates to self-identified reporting employees.

Key Responsibilities

• Review incoming Safety Hotline messages and employee safety hazard submissions in a timely manner.
• Record Safety Hotline reports in the Origami hazard database, ensuring accurate data entry and proper classification.
• Conduct initial safety risk assessments to evaluate hazard severity, likelihood, and appropriate departmental routing.
• Escalate high-risk issues or urgent safety reports immediately to Safety leadership, the Operations Control Center, or responsible departments.
• Confirm the status of Safety Hotline reports by reviewing Maintenance Work Orders in the Trapeze system.
• Check and verify hazard report updates using the Origami API connection.
• Conduct systematic follow-ups on open Safety Hotline reports to ensure prompt corrective action by involved departments.
• Respond to self-identified reporting employees to acknowledge receipt of safety reports and provide ongoing status updates.
• Track and document each safety report throughout its full lifecycle, including safety assurance activities, to maintain regulatory compliance.
• Process all Safety Hotline reports in strict accordance with the Safety Hotline Standard Operating Procedure (SOP) and related Work Instructions.
• Work to reduce the existing hazard backlog, including the reconciliation of unresolved reports from previous years.
• Coordinate with internal departments to maintain frontline worker involvement, transparency, and timely hazard resolution under the direction of the SRM Deputy Director.

Required Skills & Experience

• Bachelor’s degree (an Associate degree or High School Diploma / GED with equivalent experience may substitute for a bachelor's degree).
• 1 to 3 years of administrative and/or customer service experience.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint), SharePoint, and general office software and equipment.
• Strong organizational skills with high attention to detail, maintaining accurate work product and a professional demeanor.
• Excellent written, verbal, and interpersonal communication skills combined with demonstrated problem-solving and customer service experience.

Preferred Qualifications

• Prior experience working with regulatory agencies (e.g., FTA or DPU) preferred, but not required.