Project Coordinator - Clinical Technology Solutions

Summary Description:  Hoefer Welker's Clinical Technology Solutions (CTS) provides medical equipment planning and technology consulting services within the healthcare architectural design and construction industry. Under the direction of the CTS studio leadership, this role will provide various project-level support functions to the project managers. Duties will include tasks such as developing and organizing spreadsheets, data-entry and reporting within medical equipment on-line database (Attainia), gathering price quotations from vendors and developing documents for the CTS studio.

Essential Responsibilities: 

• Support studio team members in preparation of written project documentation, including specifications, narratives, letters (Word documents) with draft content.
• Interact with equipment vendors to gather and organize price quotations
• Data-entry and reporting within medical equipment database application (Attainia)
• Research and gather technical specifications from vendor web sites or via direct communication
• Assist with reviewing architectural floorplans and comparing to equipment database data
• Assist with organizing project phase deliverables (BlueBeam, database reports, spreadsheets)
• Assist with maintaining electronic project filing
• Support studio team members in creating and maintaining project team contact lists
• Set up Deltek pursuit workplan/schedule from PM notes
• Assist with coordinating project team communications, meetings, etc
• Assist with preparing and coordination of consultant proposals and agreements
• Setup/update Deltek Project Plan from PM notes
• Update RFP with amendments and client responses, when applicable
• Assist with submittals and RFI’s through Newforma software or other project file transfer methods
• Assist with maintaining electronic project files
• Support studio team members in preparation of written project documentation, including specifications, narratives, letters (word documents) with draft content, format, headers & footers, table of contents, etc.
• Schedule, attend and prepare meeting agendas and notes
• Assist with submitting project managers expense reports and reconciling bank statements, when applicable

Education/Experience:  High school diploma or equivalent as well as some college preferred. This person should have 0-3 years of experience in a related project support role. Experience in an architecture office is desirable, but not essential.

Certifications/Licenses/Registrations:  Possession of a valid motor vehicle operator’s license and willingness to use insured personal vehicle in the course of employment.

Qualifications/Skills:  Candidate must have excellent organizational and multi-tasking skills, exceptional intuitiveness, ability to work effectively in a professional atmosphere and strong written and oral communication skills. Knowledge of standard office policies, procedures and standards, general computer knowledge is a must. Must be proficient in Microsoft Office products including Word, Excel, Outlook, Teams and ability to organize electronic folder systems. Experience with BlueBeam, Adobe PDF, Attainia medical equipment planning database a plus.

• Ability to demonstrate effective communication and mentorship/leadership skills
• Excellent problem-solving skills and the ability to confidently and decisively take action
• Self-motivated with a strong work ethic and personally driven to consistently meet project deadlines and performance goals
• Ability to work independently, as well as with various disciplines and types of people and committed to being an effective, contributing team player

To perform this job successfully, an individual must be detail oriented and able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Opportunity Employer/Veterans/Disabled