Materials Coordinator

Job Summary

The Materials Coordinator, as part of the Stations, Facilities & Structures department's Materials Management team, will assist department stakeholders in administering the requisition-to-purchase-order-to-invoice lifecycle. In addition, the coordinator will liaise with the budget office and procurement and logistics to ensure material, tool, and equipment requests are adequately fulfilled in a timely, cost-effective manner.

Duties & Responsibilities

• Manage the requisition process to ensure inputted requests comply with the MBTA's procurement policies and procedures
• Assist department stakeholders compile and submit high quality requisitions through periodic training sessions
• Process requisitions into FMIS in a timely manner and liaise with the budget office, procurement and logistics, and/or capital delivery to effectively transition requisitions into purchase orders
• Monitor purchase order related expenditures to ensure they are properly reviewed by internal MBTA stakeholders and received in FMIS in accordance with a contract's terms and conditions
• Work with third party providers and MBTA stakeholders to proactively resolve invoice related issues and provide early notice of problem areas at a high level
• Assist in the tracking of contract start and end dates to ensure there is enough time to complete the procurement process
• Receive, review, and process invoices to assist Stations, Facilities & Structures team achieve its financial reporting requirements
• Maintain appropriate and organized records, invoices, and other documents
• Analyze, prepare, and maintain reports and records
• Encourage the adoption of digital tools and existing ERP software through hands-on training sessions and one on one tutorials
• Respond to each inquiry, whether from a customer, vendor or co-worker in a courteous and professional manner consistent with the Authority's "Driven by Customer Service" quality standard.
• Work closely with and provide guidance to a group of senior managers, area managers and contract employees and/or vendors.
• Drive a company or personal vehicle to visit work sites as needed.
• Perform related duties and projects as assigned.

• No direct reports.

Minimum Requirements & Qualifications

• A Bachelor's degree from an accredited institution.
• Three (3) years of experience in materials procurement or a related field with an ability to read simple contracts
• Working knowledge of the Microsoft Office suite and ERP software
• Demonstrated ability to multitask and work independently to meet deadlines
• Excellent collaboration and customer service skills
• Working knowledge of data reporting
• Have the ability to work effectively with a diverse workforce.
• Successful applicants must have the English language skills required for the effective performance of the position.
• Possession of a valid driver's license without infractions in accordance with MBTA policy

Preferred Experience & Skills

• A bachelor's degree in business, supply chain management, or a related field from an accredited institution.
• Experience providing project support in a public sector, transit, and/or facilities environment.

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement.
• An associate degree from an accredited institution with an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement.
• A master's degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification or statewide/professional certification in a related field substitutes for one year of experience.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English.
• Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required).
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers.
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection).
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings.
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting pre-employment screenings / pre-boarding, working in their positions, and throughout the duration of their program.

Disclaimers and Definitions:

1. General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.
2. Application Completion: It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.
5. Work Eligibility: All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.
7. Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. On-call or 24/7 Positions: Employees working in this classification must be available to respond to