Activation Manager - Healthcare (Denver, CO)

Healthcare Building Solutions Holdings; Yardley (Bucks County); On-site; USD 100,000 - 120,000; Full time

Job summary

Healthcare Building Solutions Holdings is seeking an Activation Manager to oversee medical equipment deployment and building activation for FF&E. The role involves planning schedules, resources, and responsibilities to ensure successful project completion, with leadership across project teams.

The candidate will manage client relationships, budgets, and vendor coordination while driving proactive decisions and timely communications throughout all phases of activation.

Qualifications

• Bachelor’s Degree in a related field (required).
• 3+ years of experience with healthcare building activation.
• Master’s Degree preferred for senior roles.
• Proven project management and client-relations ability.
• Strong leadership and mentoring capabilities.

Responsibilities

• Achieve >85% billable time with minimal non-billable hours each month.
• Record and track project hours per the forecasted plan.
• Track budget for client-funded Activation activities throughout the project.
• Lead client expectations and provide timely solutions to remove roadblocks.
• Participate in planning vendor presentations and site visits.
• Ensure FF&E installations meet schedules, approvals and documentation.

Skills

Creative problem solving

Influencing skills

Written communication

Interpersonal skills

Presentation skills

Verbal communication

Leadership

Mentoring

Multitasking

Conflict resolution

Healthcare industry knowledge

Architectural design knowledge

Reading architectural documents

Revit knowledge

Education

Bachelor's Degree in a related field

Master’s Degree

Technical School / 1 Year College

Associate’s Degree

High School Diploma

Professional Certification

Tools

Microsoft Office Suite

SmartSheet

Attainia

Fit Up

Job description

Job Details

Salary Range: $100,000.00 - $120,000.00 per year

Position Summary

Must live in or near Denver, CO. Activation Manager manages all aspects of medical equipment deployment and building activation for FF&E. The role can be in an assistance or lead capacity depending on project size and complexity. Responsible for preparation and maintenance of project schedules, documentation, master plans, timelines, required resources, task order, and 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.
• Understand 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 onsite, 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 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.

HBS Related Meetings / Events

• HBS Town Hall Meetings
• Staff Meetings
• HBS Project Update Meetings
• HBS Team Building Events
• Lunch & Learn opportunities with vendors, suppliers and company partners

Goals and Other Related Duties

The Activation Manager is expected to pursue and track progress toward goals established during annual evaluations. As a reflection of HBS, demonstrate a positive outward attitude and conduct yourself as an industry expert. Stay abreast of industry news and changing climate in the Healthcare Industry and share information with peers. The Activation Manager is responsible for continued Professional Education.

Qualifications

Education

• High School Graduate / Equivalent – Minimum: 0‑1 year experience
• Professional Certification – Minimum 1‑3 years, Preferred experience available
• Technical School / 1 Year College – 3‑5 years experience
• Technical School / 2 Years College / Associate’s Degree – 5‑8 years experience
• Bachelor’s Degree in a related field (required) – 8‑10 years experience
• Master’s Degree – 10+ years experience (preferred)

Experience

• 3+ years of experience with healthcare building activation.

Required Knowledge, Skills & Training

• Creative problem solving and influencing skills.
• Understanding of basic accounting principles.
• Excellent written, interpersonal and presentation skills.
• High level of integrity.
• Strong verbal and written communication ability with executive level management, internally and externally.
• Ability to multitask and communicate in high‑pressure situations.
• Strong conflict resolution and problem‑solving skills.
• Knowledge of healthcare industry practices including hospital and clinic procedures and departmental functions and workflow.
• Knowledge of architectural design processes and construction.
• Ability to read and interpret architectural programming, design, scheduling and specification documentation.
• Thorough knowledge of Microsoft Office Suite, SmartSheet, Attainia, Fit Up.
• Basic knowledge and understanding of Revit design criteria and industry database concepts.
• Demonstrate strong leadership awareness, methods and techniques for mentoring and coaching junior level staff.

Travel & Relocation

• Travel is required; potential long‑term travel and out‑of‑town living situations.