Materials Coordinator

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. - 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. ***Additional responsibilities may include focus on one or more departments or locations. See applicable addendum for department or location specific functions.*** **Supervision** - No direct reports. - 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 - 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. **Substitutions** - 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.