Healthcare Activation Manager - Denver, CO

Company Description

Healthcare Building Solutions (HBS) is an integrated healthcare facility consulting firm specializing in bringing complex healthcare capital projects to life across North America. Since its founding in 2006, HBS has successfully supported hospitals, outpatient facilities, and specialty centers throughout the entire facility lifecycle. Offering services such as medical equipment planning, activation planning, regulatory readiness, and technology integration, HBS focuses on aligning clinical, technical, and operational workflows. By providing a single-source solution, HBS minimizes risks, enhances efficiency, and ensures projects are safe, compliant, and operational from design through opening day.

Role Description

Must live in or near Denver, CO.

The Activation Manager manages all aspects of medical equipment deployment and building activation for FF&E. This role can be in an assistance or lead capacity depending on project size and complexity. Responsible for the preparation / maintenance of project schedules and other documentation. Creates / Maintains master plans that include timelines, required resources, the order of needed tasks, and the responsibilities of each activation project team member to ensure successful project completion.

Functional Responsibilities:

• Achieving greater than 85% of time billable with minimal non-billable hours in any given month
• Negotiate, accurately record, and track project hours per the project forecasted plan
• Track budget for client funded Facility Activation Activities throughout the project scope of work
• Understands and maintain the value in client relationships, internally and externally
• Proactively lead and manage client expectations, use conflict resolution techniques when applicable, and provide solutions to keep the client moving forward – no roadblocks
• Facilitate decisions so they are made timely in accordance with the project schedule
• Follow HBS established processes related to CA and Activation planning activities
• Participate in CA and Activation Planning vendor presentations, and vendor site visits
• Incorporate client standards, clinical preferences and operational demands into the project
• Ensure equipment for mock-up rooms, vendor presentations and equipment demonstrations are timely and complete
• Ensure clean and informed transition of the project into other progression phases
• Ensure all tasks for Project Closeout are completed
• Deliver a successful project to the client with positive outcomes and relationships
• Grow positive client relationships by delivering superior services leading to operational sales opportunities and/or converting contracts to additional work without competition
• Attend on-site, off-site, remote and/or virtual meetings during all phases of the project
• Participate if requested in existing equipment inventory. Conduct same if necessary
• Distribute and manage category responsibilities to the internal project team
• Distribute and implement FF&E Responsibility Matrix to external project team
• Conduct plan reviews in a timely, accurate manner to deconflict for quality control purposes and to get familiarized with the project
• Maintain a professional customer interface and client relations while interacting with facility leadership, clinical staff and project team members to prioritize decisions
• Work with the project team to track and address owner requested changes for resolution
• Compile, maintain, distribute and resolve action items per the published action item list associated with FF&E decisions
• Attend OAC meetings to deliver the status and updates on FF&E component
• Facilitate Post Project Surveys
• During fixed equipment (Group 1) coordination times of construction, attend construction coordination meetings to address equipment-related issues. Follow up with project teams and vendors to ensure issues are resolved.
• Attend shop-drawing technical coordination meeting with contractors, mechanical/electrical trades and the suppliers to review and coordinate shop drawing submittals as needed. Ensure drawings are reviewed and processed
• Manage a Change Order process with the Owner for all FF&E changes that occur during construction. Evaluate the technical impact of the change related to the site, budget, and the construction timeline. Communicate updated specifications and shop drawings to the architect and contractor
• Advise as needed to any design conflicts associated with all FF&E
• Respond to technical Requests for information (RFI) from the contractor and provide timely responses to the request
• Manage in-wall / on-wall and pre-installation coordination and resolve conflicts in obtaining validated information timely
• Perform pre-installation site inspections to confirm all FF&E locations, rough-ins, outlets, and site readiness. Arrange follow-up vendor site visits to coordinate with the contractor regarding final construction and installation requirements
• Attend site visits to supervise the installation of vendor-installed fixed equipment (Group 1). Coordinate with the vendors for testing/certification
• Review Owner Furnished/Owner Installed (OF/OI) and Owner Furnished/Vendor Installed (OF/VI) seismic anchored equipment to determine installation gaps and provide recommendations for qualified installers
• Attend vendor site coordination meetings to finalize installation requirements
• Identify installation conflicts and facilitate a resolution
• Obtain client approval and customer sign-off for all FF&E installations and room complete documents
• Obtain final installation certifications, warranty documents and owner user documentation for all FF&E as required by the facilities and biomedical team
• Participate in site walk to confirm scope and schedule of Activation activities
• Follow reasonable schedule logic, duration, and constraints based on interactive planning sessions with the Project Management team
• Record scope changes, trends and variances that potentially affect schedule performance for Activation and Installation activities
• Identify issues, follow mitigation plan, and make recommendations to Clients
• Maintain, and publish Project Dashboards
• Attend Project Status Meetings to report progress and keep abreast of project timelines. If Associate is not present, responsible for budget monitoring, meeting and milestone event scheduling and coordination, written correspondence, and meeting minutes
• Work together with the project team to confirm procurement and location of equipment deployment
• Confirm and document site readiness
• Manage the relocation of medical equipment on a room by room level per the plans for each department
• Work together with the project team to confirm locations of equipment relocation
• Manage the deployment and installation of FF&E to include medical equipment on a room by room level per the plans for each department
• Review and Respond to Post Project Surveys
• Other related duties as assigned