Medical Devices Installation Project Coordinator

Accountabilities:

• Coordinate medical equipment installation projects from initial site surveys through to successful completion, ensuring timely and efficient delivery.
• Schedule and manage field service engineers, subcontractors, and third-party vendors across multiple geographical regions.
• Serve as the primary coordination point between customers, engineers, distributors, suppliers, regional managers, and internal stakeholders.
• Manage customer communications regarding installation schedules, site access requirements, project updates, and any changes to planned activities.
• Review site survey information and communicate technical installation requirements to the relevant engineering teams.
• Collaborate with regional managers and field engineers to establish installation schedules and optimize resource allocation and engineer utilization.
• Manage multiple installation projects simultaneously, balancing competing priorities while maintaining high customer service standards.
• Monitor project progress, track milestones, and ensure all installation activities are completed according to agreed timelines.
• Identify, assess, and escalate potential risks, scheduling conflicts, delays, and installation-related issues, ensuring timely resolution.
• Maintain accurate project documentation, records, communication logs, and installation reports.
• Ensure all required compliance documentation and quality management procedures are completed and maintained.
• Prepare project reports and contribute to data collection, performance tracking, and operational analytics.
• Maintain project management and communication platforms, including Monday.com, ensuring information remains accurate and up to date.
• Support the development and continuous improvement of installation documentation, forms, workflows, and procedures.

Requirements:

• Previous experience in installation coordination, project coordination, scheduling, administration, or customer service within the medical device industry.
• Excellent written and verbal communication skills, with the ability to coordinate effectively with customers and stakeholders across different geographical regions.
• Strong organizational and time-management abilities, with the capacity to manage multiple projects, deadlines, and competing priorities simultaneously.
• Experience coordinating field engineers, technical teams, suppliers, subcontractors, or other external service providers.
• Excellent attention to detail, problem-solving capabilities, and a proactive approach to identifying and resolving operational challenges.
• Strong interpersonal skills and the ability to build and maintain effective working relationships with internal and external stakeholders.
• Proficiency in Microsoft Office applications and familiarity with project tracking, scheduling, and communication tools.
• Experience maintaining accurate project records, documentation, reports, and communication logs.
• Ability to work independently while contributing effectively to a collaborative, customer-focused team.

Additional qualifications that would be an advantage:

• Experience supporting technical, engineering, healthcare, or medical equipment installation projects.
• Familiarity with project management principles, methodologies, and best practices.
• Previous experience using project management software and workflow management platforms.
• Understanding of risk management, issue resolution, and change management processes.
• Experience preparing project reports, monitoring performance indicators, and providing stakeholder updates.
• Relevant project management qualifications, certifications, or professional training.
• Previous experience working in a fast-paced, service-oriented, and customer-focused environment.