Medical Equipment Procurement Project Manager

Description

Company Description

Job Description

Core Responsibilities

Work Product Creation, Project Management, Coordination with Team Members

• Oversee the entire Procurement Process on given projects and lead Procurement Kick-Off Meetings.
• Gain an understanding of the client’s current purchase process and how to use best practices to assist them to meet project expectations.
• Assist in building the Procurement Schedule and taking ownership to make sure the entire team (Planning, Procurement, Logistics) stays on schedule to meet project deadlines.
• Provide leadership and coordinate activities for all facets of the process from RFP/Quotes to tracking and expediting orders.
• Participate in and/or lead equipment sign-off meetings.
• Prepare RFP documents to include equipment specifications, T&C’s, contract language, service level agree,ments and warranty language.
• Review and respond to vendor RFI’s.
• Analyze RFP’s/Quotes to confirm necessary specifications are met or identify alternate vendors.
• Participation in coordinating final T&C’s with the client.
• Participate in and/or lead final pricing negotiations.
• Manage or attend vendor bid presentations or coordination for vendor equipment trials.
• Coordinate any changes of purchased ve,rsus planned equipment items with project manager, architect and engineer for medical, electrical and plumbing issues.
• Develop purchase requisitions/orders or enter into client database/software as requested in our contract.
• Lead weekly procurement calls with the client to update on the status of purchasing.  
• Control or assist the Project Manager in reporting client budgets and flagging issues to the internal project team.
• Provide regular reports to the Owner summarizing current project status with regard to purchases and costs.
• Participate in hospital surveys, design, planning, procurement, logistics meetings, and installation efforts as necessary.  
• Coordinate with the Logistics team for installation needs and assist in the reconciliation of any on-site equipment issues in regard to damage or returns as applicable.
• Provide project close-out documents at completion.
• Obtain vendor quotes and prepare purchase requisitions to facilitate client purchase orders
• Reconcile project equipment specifications against purchased equipment through the procurement and installation process
• Incorporate equipment specifications, client purchase and service agreement terms and conditions and acceptance processes into documents generated for bidding and/or negotiations during procurement.  
• Generate pricing comparison reports of multiple vendor responses to RFPs for major and minor moveable equipment.
• Track and expedite documents and coordinate equipment delivery, installation, and training with internal document manager.
• Create pricing comparisons from vendor responses to RFPs and bid documents.
• Join and document equipment review meeting notes for procurement validation of specifications.
• Create initial equipment delivery schedules and coordinates with PM on equipment delivery and installation schedules.
• Resolve vendor response and contract requirements issues and questions during the bidding process.
• Monitor project budgets during procurement and report issues to internal project team.
• Coordinate any changes of purchased versus planned equipment items with project Planner, internal PM, architect, and engineer to ensure any MEP issues are addressed.
• Provide regular reports to the Owner summarizing current project status with regard to purchases and costs.
• Research medical equipment to generate accurate specifications and cut sheets in the appropriate planning database.
• Review and modifies the appropriate planning database equipment specifications and cut sheets as needed.
• Create new projects with initial departments and rooms from space programs and/or floor plans.
• Create initial equipment lists for common clinical spaces using medical equipment standards.
• Perform edits to equipment lists using internal and external project team notes and drawing mark ups.  
• Participate in clinical equipment review meetings and provides documentation of equipment changes generated in those meetings.
• Prepare standard project reports and extracts.
• Compile and post submittal documents and other project deliverables.
• Participate in hospital equipment surveys and installation efforts as needed.
• Leads and documents equipment review meetings for planning of basic equipment in common healthcare areas.
• Provides guidance and training to other coordinators in ADAMS processes used for project coordination.
• Researches and identifies alternate vendor products that meet client specifications.
• Reviews vendor quotes and bids to determine if the information received meets the specifications requested.
• Specifications and cut books created are complete and accurate.
• Edits of equipment lists are complete and accurate.
• Conducts effective and efficient equipment review meetings for basic equipment in common healthcare areas.
• Provides clear and concise product comparison documents of similar products from multiple vendors.
• Equipment delivery schedules are completed when needed, are accurate and complete and have realistic equipment lead times. 

Operations

• Be aware of and perform own tasks in a manner that supports the organization’s vision and defined business objectives
• Conduct self and prioritize tasks to work toward achievement of defined profit objectives of assigned projects
• Cooperate in construction of strong cross-functional teams (support staff assignments of self) to achieve success in shared goals, understanding that multiple perspectives and talents build stronger teams and results
• Complete daily tasks consistent with contract requirements and proactively alert assigned manager to any potential challenges or issues
• Ensure compliance of operations with all local, state and Federal (and International, if applicable) regulations, as well as compliance with company policy
• Ensure consistent high quality on deliverables for all individual work product
• Other duties as assigned

Qualifications & Competencies

• Bachelor's degree and 5 years of related experience, a Master's degree and 3 years of related experience, or 8 years of related experience and no degree.
• Experience of medical equipment procurement consulting and project management in healthcare, or directly related industry.

Knowledge & Skills

• Reads architectural floor plans, elevations, and reflected ceiling plans, and understands basic design and construction terminology.
• Maintains a current knowledge of medical equipment devices and systems and their applications within healthcare facilities.  
• Expertise in commonly used concepts, practices, and procedures used in the supply chain and procurement field.
• Proficiency with MS Office (especially Excel and Word), data entry programs, and PDF editing software (Bluebeam and/or Adobe).
• ‘Super user’ level experience with a medical equipment planning database(s), for both Planning and Procurement tasks.
• Highly organized, works independently, is task driven, and able to meet multiple deadlines simultaneously.
• Strong attention to detail is required, as are excellent written and verbal communication and interpersonal skills.
• Ability to type at least 40 WPM and data entry experience.
• Holds a valid driver’s license and is able to travel regionally to meet job responsibilities.