Associate Project Coordinator

Location
MD
Posted
Dec 05, 2022
Closes
Dec 09, 2022
Ref
221065
Hours
Full Time
MARKETING STATEMENT

Metro's Office of the Chief Mechanical Officer for Rail (CMOR) is recruiting four (4) Associate Project Coordinators to join the Project Management Office (PMO).

Three (3) of the positions are responsible for inventory of items used on the 2/3/6/7K series railcars:
  • This role performs administrative and reporting functions for the planning, forecasting, procurement, and tracking of materials needed to support Railcar Maintenance needs. Proficiency with Microsoft Office applications and some knowledge of Maximo, Documentum, PeopleSoft Financial, material management techniques, and quality processes is necessary.
  • The position requires understanding the importance of reorder points (ROPs) and economic order quantities (EOQs), and working with Supply Chain Planning and Analytics (SCPA) to ensure the proper material is available in all Rail storerooms when needed. Responsibilities also include the initiation and tracking of Part Approval Forms (PAFs) for new materials.
  • The Associate Project Coordinator analyzes usage data and prepares detailed status reports regarding inventory requirements, as well as maintaining information about qualified suppliers and parts. The ability to review maintenance data from computerized sources, statistical reports, and other records for monitoring Key Performance Indicators (KPIs) is essential.
  • A working knowledge of WMATA part numbers is preferred, as is technical familiarity with railcar parts. The successful candidate will understand the part numbering structure as well as the subsystems on which the parts are used, and possess the ability to identify the end user of a part and communicate effectively with them.
  • The Associate Project Coordinator may function as a Contracting Officer Technical Representative (COTR) for PMO inventory and non-inventory contracts, interacting with vendors and keeping comprehensive records. Consulting with Engineering to obtain additional technical expertise is also required at times.

One (1) of the positions is responsible for coordinating supporting activities for Railcar Maintenance Facilities.
  • This role supports the Project Manager by providing administrative functions for new maintenance facility and equipment initiatives, as well as ongoing service contracts.
  • Technical familiarity with railcar equipment and maintenance is strongly preferred, and experience in project management and procurement processes would be an advantage. Proficiency with Microsoft Office applications such as Word, Excel, Power Point, and SharePoint is required.
  • The ideal candidate should understand the Maximo database and will be responsible for coordinating with the Transit Asset Management Office (TAMO) and the Department of Information Technology (IT) to implement improvements within the application. The candidate will also be involved with communicating Maximo application changes to Railcar Maintenance departments and developing training modules for the associated changes.

MINIMUM QUALIFICATIONS

Education
  • Bachelor's Degree in Engineering, Management, Business Administration, or related field.
    • In lieu of a Bachelor's degree, a high school diploma/GED and a minimum of four 4 years of scheduling and coordinating projects in a transit or maintenance environment may be considered.
  • Must successfully complete Contracting Officer Technical Representative (COTR) training within three (3) months of hire and maintain the qualification as a condition of employment in this job.

Experience
  • A minimum of one (1) year of experience in scheduling and coordinating projects in a transit or maintenance environment.
  • A minimum of one (1) year of experience in monitoring/controlling all phases of contracts, work schedule administration and managing budgets.

Certification/Licensure
  • Must obtain Roadway Worker Protection Level II qualification within the first 30 days of employment and maintain throughout employment in this job.

Preferred
  • Bachelor's Degree in Engineering, Management, Business Administration, or related field.

Medical Group:

Satisfactorily complete the medical examination for this position, if required. The incumbent must be able to perform the essential functions of this position either with or without reasonable accommodations.

SUMMARY

The Associate Project Coordinator is responsible for planning, implementing and completing complex multi-discipline administrative activities related to managing the rehabilitation of the Authority's infrastructure to include, capital funding allocations, budgeting, planning, report preparation, data analysis, records maintenance and expenditure approval for capital contracts.

ESSENTIAL FUNCTIONS
  • Reports status of assigned contracts while serving as the Contract Officer's Technical Representative.
    • Contract Initiation Phase ,
      • Develops Independent Cost Estimates (ICE), identifies potential vendors/contractors, develops delivery/work schedules, supports Technical Evaluation Teams, approves contract packages, and acts a liaison with Procurement.
    • Post-award Phase ,
      • Responsible for reviewing submittals, monitoring, coordinating with subject matter experts and controlling all phases of contracts by overseeing expenditures, approving invoices, and requesting purchase orders. Manages and coordinates communication between vendors and stakeholders. Review certified payroll from contractor as needed.
  • Analyzes and prepares detailed status reports (contract/construction) containing confidential information regarding Authority estimates for negotiating contracts, estimates for rehabilitation contracts and modifications.
  • Assists in the analyses and appraisal of project activities (i.e. time, cost and quantity criteria) to ensure on-time project completion within approved budget.

OTHER FUNCTIONS
  • Prepares or requests Contract Life Cycle Management Documents. Utilizes WMATA's accounting information systems (PeopleSoft) to retrieve information, produce reports and conduct analyses as required.
  • Reviews funding availability and approves funding packages for modifications, purchase orders, supplemental agreements, and work orders involving capital funds. Assist in the preparation of financial reprogramming documents. Advises the Procurement Office on approval of capital payments to contractor, vendors and consultants.
  • Analyzes maintenance data from computerized sources, statistical reports, and other records and uses the information to assist in the development of appropriate performance standards and productivity requirements.
  • Reviews capital and maintenance daily work reports, clarifies discrepancies and uses information to produce various reports to monitor project performance.
  • Monitors the progression of the contractors work to validate contractor invoices to support proper budget forecasting and prompt contractor payments.
  • Reconciles invoices and produce cost summary reports detailing contractor expenditures, deliverables and invoice payments.

The essential duties listed are not intended to limit specific duties and responsibilities of any particular position. Nor is it intended to limit in any way the right of managers and supervisors to assign, direct and control the work of employees under their supervision.

Evaluation Criteria

Consideration will be given to applicants whose resumes demonstrate the required education and experience. Applicants should include all relevant education and work experience.

Evaluation criteria may include one or more of the following:
  • Skills and/or behavioral assessment
  • Personal interview
  • Verification of education and experience (including certifications and licenses)
  • Criminal Background Check (a criminal conviction is not an automatic bar to employment)
  • Medical examination including a drug and alcohol screening (for safety sensitive positions)
  • Review of a current motor vehicle report

Closing

WMATA is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other status protected by applicable federal law.

This posting is an announcement of a vacant position under recruitment. It is not intended to replace the official job description. Job descriptions are available upon confirmation of an interview.

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