Administrative Intake Coordinator

Job Description

Job Description

We are hiring for our direct client

Contract: until 02/28/2027, with a possibility of extension

Work days: Onsite , Monday - Friday

Essential Duties and Responsibilities

Dedicated contractor support, in the role of the Intake Coordinator, is essential to maintain timely processing of reports, perform initial risk assessments, escalate higher risk issues to Safety leadership and/or Operations, and ensure that hazards are tracked through closure. This role directly supports MBTA’s compliance with regulatory requirements related to safety assurance, hazard management, and frontline worker involvement.

The Administrative Intake Coordinator, reporting to the SRM Deputy Director, will also ensure the reporting employees (when self-identified) receive updates, a key component that demonstrates the MBTA’s commitment to their safety. It also adds transparency, incorporates worker feedback into safety improvements, and builds a strong culture of trust.

Scope of Work

The Administrative Intake Coordinator will perform the following duties:

• Review of Safety Hotline messages

• Record Safety Hotline reports in the hazard database (Origami) ensuring accurate classification and entry

• Conduct initial risk assessments to determine hazard severity, likelihood, and appropriate routing

• Escalate high-risk issues or urgent reports to Safety leadership, Operations Control Center, or responsible departments 

• Confirm status of Safety Hotline reports, including:

– Review Maintenance Work Orders in Trapeze

– Check updates through the Origami API connection

• Follow-up on open Safety Hotline reports to ensure timely action by involved departments

• Respond to reporting employees (when self-identified) to acknowledge receipt and provide updates 

• Track and document each report throughout its lifecycle, including safety assurance activities, to ensure regulatory compliance

• Process Safety Hotline reports in accordance with the Safety Hotline Standard Operating Procedure and related Work Instructions 

• Reduce the hazard backlog, including reconciliation of reports from previous years

 

Essential skills

• Strong organizational skills

• Proficient in Share Point, Microsoft Office, Excel, and Power Point 

• Excellent communication and interpersonal skills

• Proficiency in office software and equipment

• Problem-solving and customer service experience

• Attention to detail, accurate work product and professional demeanor 

 

Qualifications

• A bachelor’s degree

• One to three years of administrative and/or customer service experience

• An associates degree or high school diploma or GED with equivalent experience may be substitute for a bachelor’s degree

• Experience working with regulatory agencies is preferred but not required

 

\nCompany Description

Dutech is an IT firm with a difference: We’re not planning for today’s needs, but for every need you have for 5 to 10 years ahead. We meet your budgetary needs and still make your IT ready to capture every opportunity in the future.
We hire for many Government and Private clients.

For IT consulting to IT staffing, web development to cloud computing, Dutech Systems is your one-stop for all your IT needs, and even the ones you don’t know you have.

Company Description

Dutech is an IT firm with a difference: We’re not planning for today’s needs, but for every need you have for 5 to 10 years ahead. We meet your budgetary needs and still make your IT ready to capture every opportunity in the future.\r\nWe hire for many Government and Private clients. \r\n\r\nFor IT consulting to IT staffing, web development to cloud computing, Dutech Systems is your one-stop for all your IT needs, and even the ones you don’t know you have.