Administrative Intake Coordinator

Job ID: 810511
Location: Boston, MA (Onsite)
Duration: 6 Months Contract
Schedule: Monday – Friday | 40 Hours/Week | 8 Hours/Day
Client: MBTA / Commonwealth of Massachusetts

Summary:

Sigma, Inc. is seeking an Administrative Intake Coordinator to support our client, MBTA, in Boston, MA. This role will support the Safety Risk Management (SRM) team by managing safety reports, coordinating follow-up activities, maintaining accurate records, and ensuring timely resolution of reported hazards.

The Administrative Intake Coordinator will play a key role in supporting MBTA’s Safety Management System (SMS) requirements by processing employee safety reports, maintaining documentation, assisting with risk assessments, and coordinating with internal departments to track safety issues through closure.

Job Responsibilities:

• Review and process Safety Hotline reports submitted by employees.
• Enter and maintain safety reports in the hazard database (Origami) with accurate classification and documentation.
• Perform initial risk assessments to determine hazard severity, likelihood, and appropriate routing.
• Escalate high-risk safety concerns to Safety leadership, Operations Control Center, and responsible departments.
• Monitor the status of Safety Hotline reports and ensure timely follow-up.
• Review Maintenance Work Orders in Trapeze and check updates through Origami API connections.
• Coordinate with internal teams to gather information and support hazard resolution.
• Respond to reporting employees (when self-identified) to confirm receipt and provide status updates.
• Maintain detailed documentation throughout the safety report lifecycle.
• Track safety assurance activities and ensure compliance with established procedures and regulations.
• Process reports according to Safety Hotline Standard Operating Procedures (SOPs) and work instructions.
• Assist with reducing the safety report backlog by reconciling and processing historical reports.
• Maintain accurate records, spreadsheets, and reports using Microsoft Office tools.

Required Qualifications:

• Bachelor’s degree preferred.
• Associate degree or high school diploma/GED with equivalent experience will be considered.
• 1–3 years of administrative support, customer service, data entry, or coordination experience.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and follow established procedures.
• Proficiency with Microsoft Office Suite, including:
  • SharePoint
  • Excel
  • Word
  • PowerPoint
• Strong problem-solving skills and professional communication style.

Preferred Qualifications:

• Experience working with regulatory agencies or government organizations.
• Experience with safety programs, compliance documentation, or risk management.
• Experience maintaining databases and tracking systems.
• Experience supporting transportation, public sector, or operational teams.

Required Skills:

• Administrative Coordination
• Data Entry & Documentation Management
• Safety Report Processing
• Microsoft SharePoint
• Microsoft Excel
• Microsoft PowerPoint
• Customer Service
• Record Tracking
• Risk Assessment Support
• Issue Escalation
• Stakeholder Communication
• Attention to Detail