Medical Equipment Procurement Project Manager

Medical Equipment Procurement Project Manager

The Procurement Project Manager will work with Project Managers and Equipment Planners on each project to ensure a smooth and successful transition from planning through procurement and installation. Qualities and abilities include a superior work ethic, ambition, the desire and aptitude to learn, and the ability to multitask.

Responsibilities include overseeing the entire procurement process on given projects and leading procurement kick-off meetings. The role involves gaining an understanding of the client's current purchase process and using best practices to meet project expectations. It also includes assisting in building the procurement schedule and ensuring the entire team stays on schedule to meet project deadlines.

The Procurement Project Manager will provide leadership and coordinate activities for all facets of the process from RFP / quotes to tracking and expediting orders. Participation in and / or leading equipment sign-off meetings, preparing RFP documents, and reviewing and responding to vendor RFI's are also part of the job. Additionally, the role involves analyzing RFPs / quotes to confirm necessary specifications are met, coordinating final terms with the client, and participating in final pricing negotiations.

The role requires managing or attending vendor bid presentations or coordination for vendor equipment trials, coordinating any changes of purchased versus planned equipment items, and developing purchase requisitions / orders. The Procurement Project Manager will also lead weekly procurement calls with the client to update on the status of purchasing and control or assist the Project Manager in reporting client budgets and flagging issues to the internal project team.

Regular reports to the Owner summarizing current project status with regard to purchases and costs are required, along with participation in hospital surveys, design, planning, procurement, logistics meetings, and installation efforts as necessary. Coordination with the Logistics team for installation needs and assistance in the reconciliation of any on-site equipment issues in regard to damage or returns as applicable are also part of the role.

The Procurement Project Manager will provide project close-out documents at completion, obtain vendor quotes, prepare purchase requisitions to facilitate client purchase orders, and reconcile project equipment specifications against purchased equipment through the procurement and installation process. Additionally, the role involves incorporating equipment specifications, client purchase and service agreement terms and conditions, and acceptance processes into documents generated for bidding and / or negotiations during procurement.

Generating pricing comparison reports of multiple vendor responses to RFPs for major and minor moveable equipment, tracking and expediting documents, and coordinating equipment delivery, installation, and training with the internal document manager are also responsibilities. The role requires creating pricing comparisons from vendor responses to RFPs and bid documents, joining and documenting equipment review meeting notes for procurement validation of specifications, and creating initial equipment delivery schedules and coordinating with PM on equipment delivery and installation schedules.

Resolving vendor response and contract requirements issues and questions during the bidding process, monitoring project budgets during procurement, and reporting issues to the internal project team are also part of the role. The responsibilities include coordinating any changes of purchased versus planned equipment items with project planner, internal PM, architect, and engineer to ensure any MEP issues are addressed, providing regular reports to the Owner summarizing current project status with regard to purchases and costs.

Researching medical equipment to generate accurate specifications and cut sheets in the appropriate planning database, reviewing and modifying the appropriate planning database equipment specifications and cut sheets as needed, creating new projects with initial departments and rooms from space programs and / or floor plans, and creating initial equipment lists for common clinical spaces using medical equipment standards are also required. The role involves performing edits to equipment lists using internal and external project team notes and drawing mark ups, participating in clinical equipment review meetings and providing documentation of equipment changes generated in those meetings.

Preparing standard project reports and extracts, compiling and posting submittal documents and other project deliverables, participating in hospital equipment surveys and installation efforts as needed, and leading and documenting equipment review meetings for planning of basic equipment in common healthcare areas are also responsibilities. The role requires providing guidance and training to other coordinators in ADAMS processes used for project coordination, researching and identifying alternate vendor products that meet client specifications, and reviewing vendor quotes and bids to determine if the information received meets the specifications requested.