Associate Project Coordinator

Marketing Statement

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

The Associate Project Coordinator position is responsible for coordinating supporting activities for Railcar Maintenance Facilities.

• The Associate Project Coordinator will manage the administrative functions for maintenance and engineering initiatives on Metro's railcar fleets. The ability to support the team's Project Managers on multiple projects simultaneously is necessary.
• Technical familiarity with railcar maintenance operations, and experience in project management and procurement processes would be an advantage.
• Knowledge of the industrial equipment used in the maintenance of WMATA's rail car fleet is beneficial.
• The ability to identify the end user of equipment and communicate with them is essential, as well as working with others to ensure invoices are receipted for in a timely manner.
• The candidate should have strong organizational and communication skills and should also be able to problem-solve effectively when issues arise.
• This role requires knowledge of Maximo, Documentum, material management techniques, and quality processes.
• Proficiency with Microsoft Office applications such as Excel, Word, Outlook, Teams, OneDrive, Visio and SharePoint is required.
• The incumbent will be responsible for analyzing and preparing detailed status reports regarding project requirements and assisting with CMOR project update meetings.
• The Associate Project Coordinator may also function as a Contracting Officer Technical Representative (COTR) for PMO facility improvement contracts, interacting with vendors and keeping comprehensive records. Consulting with Engineering to obtain additional technical expertise is also required for some projects. The ideal candidate will have understanding of railcar maintenance facilities and the equipment utilized to maintain WMATA's railcar fleet.

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.

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.
• 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.

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.

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.