Project Operations Manager

HEALWELL AI; Toronto; On-site; CAD 80,000 - 100,000; Full time

Job summary

A healthcare technology firm is seeking a Project Operations Manager to oversee customer projects in life sciences. Candidates should possess 5-8 years of project management experience, specifically in healthcare and must demonstrate strong skills in communication and stakeholder coordination. This role involves tracking project milestones, managing resources, and ensuring proper use of Salesforce for operational effectiveness. Join us in improving healthcare through innovative technology and data.

Qualifications

• 5–8+ years of experience in project management or operations within healthcare, life sciences, or health technology.
• Demonstrated experience managing complex, cross-functional projects.
• Strong organizational, communication, and stakeholder coordination skills.

Responsibilities

• Manage end-to-end execution of Life Sciences customer engagements.
• Coordinate execution across internal teams and confirm handoffs.
• Ensure effective use of Salesforce to support project execution.

Skills

Project management

Communication skills

Stakeholder coordination

Salesforce proficiency

Tools

Salesforce

Job description

About HEALWELL AI

HEALWELL AI is a physician-led healthcare technology company applying AI and data science to preventive care. Our mission is to improve outcomes and save lives through the early identification and detection of disease. Through our Life Sciences division, we partner with healthcare and life sciences organizations to improve care for patients with rare and complex chronic diseases using AI-enabled patient identification, real-world evidence, and clinical decision support.

Role Overview

The Project Operations Manager – Life Sciences is responsible for planning, coordinating, and executing all Life Sciences customer projects at HEALWELL AI. This role ensures predictable delivery, strong cross-functional alignment, realistic resourcing, and operational rigor across project execution, financial forecasting, and Salesforce-enabled reporting. This is a project execution and coordination role, not functional ownership. The Project Operations Manager operates in a highly matrixed environment, partnering closely with clinical, technical, physician recruitment, product, commercial, and finance teams to ensure work is aligned and delivered as committed.

This role reports to the President, HEALWELL AI Life Sciences.

Key Responsibilities

Project Management & Delivery Execution

• Manage end-to-end execution of Life Sciences customer engagements, including Patient Identification, RWE, and DIAS programs.
• Build and maintain integrated project plans aligned to customer SOWs, including scope, milestones, timelines, dependencies, owners, and acceptance criteria.
• Establish and run delivery cadence (status updates, working sessions, executive updates as needed).
• Track actions, risks, issues, and decisions; escalte clearly and proactively.
• Ensure deliverables are completed on time and meet customer expectations and internal quality standards.

Cross-Functional Coordination & Alignment

• Coordinate execution across internal teams, including clinical/medical affairs, data science/engineering, physician recruitment, product, commercial, and finance.
• Align workplans with functional leaders’ priorities and capacity; confirm handoffs and dependencies.
• Ensure clear ownership by documenting responsibilities, timelines, and definitions of “done.”

Salesforce, Automation & Reporting

• Ensure effective use of Salesforce to support physician recruitment, project execution, automation, and operational visibility.
• Act as the primary operational partner to the Salesforce vendor for Life Sciences, owning requirements definition and delivery coordination.
• Drive automation of project, milestone, and delivery workflows to improve scale and reduce manual effort.
• Ensure dashboards and reports accurately reflect project health, delivery performance, forecasting, and operational effectiveness.
• Maintain high data quality and timely updates across systems.

Financial Operations & Revenue Support

• Ensure audit-ready filing of customer agreements and required documentation.
• Support revenue forecasting through accurate tracking of project timelines, milestones, and delivery status.
• Represent Life Sciences in revenue recognition and delivery review discussions with Finance.
• Coordinate timely and accurate customer invoicing once contractual milestones are achieved and accepted.

Resource & Capacity Coordination

• Maintain forward-looking visibility into resourcing needs across all Life Sciences projects.
• Partner with Sales during deal planning to provide realistic delivery input and prevent over-commitment.
• Monitor utilization, capacity constraints, and sequencing risk across concurrent projects.
• Proactively surface capacity issues, delivery risks, and trade-offs with mitigation recommendations.

Customer & Stakeholder Support

• Operate primarily as an internal project manager supporting customer-facing discussions led by Commercial and Clinical Science leads.
• Ensure internal teams are prepared for customer interactions with accurate delivery status, timelines, and risk visibility.
• Maintain alignment between internal execution plans and customer expectations and contractual commitments.

Qualifications

Required

• 5–8+ years of experience in project management or operations within healthcare, life sciences, or health technology.
• Demonstrated experience managing complex, cross-functional projects.
• Strong organizational, communication, and stakeholder coordination skills.
• Experience supporting milestone-based delivery, revenue recognition, or invoicing processes.
• Hands-on experience with Salesforce or similar CRM/project tracking tools.

Preferred

• Experience with healthcare data, real-world evidence, or AI-enabled platforms.
• PMP or equivalent project management certification.
• Experience in a growth-stage or scaling organization.

Personal Attributes

• Highly execution-focused and detail-oriented.
• Comfortable operating through influence rather than authority.
• Clear, structured communicator who brings order to complexity.
• Proactive, reliable, and accountable.
• Motivated by improving healthcare through data and technology.