Medical Equipment Procurement Project Manager

The Vertex Companies LLC; New York (NY); On-site; USD 86,000 - 208,000; Full time

Benefits offered by this job

Healthcare and dental plan

401(k) with matching

Paid time off

Job summary

The Vertex Companies, LLC is seeking a Procurement Project Manager to oversee hospital equipment procurement from planning through installation. You will coordinate with project managers, equipment planners, and vendors to ensure on-time, on-budget delivery and compliant specifications.

Strong background in healthcare procurement, project management, and supplier negotiations is required, along with proficiency in MS Office and Bluebeam. NY-area on-site role with competitive compensation.

Qualifications

• Bachelor's degree and 5+ years of related experience or equivalent.
• Experience in medical equipment procurement consulting and healthcare projects.
• Proficiency with MS Office, data entry, and PDF editing tools.

Responsibilities

• Lead procurement and coordination across planning, procurement, and logistics.
• Prepare RFP documents, review vendor quotes, and negotiate terms.
• Develop and maintain equipment delivery and installation schedules.
• Provide regular status reports on purchases and costs to stakeholders.
• Coordinate hospital equipment reviews and coordinate with PM, architect, and engineer.

Skills

Project management

Procurement

Healthcare industry knowledge

MS Office (Excel/Word)

Education

Bachelor's degree

5+ years related experience

Tools

Bluebeam

Excel

Word

PDF editing software

Job description

Company Description

The Vertex Companies, LLC (VERTEX) is a $180M global consulting firm that integrates strategic advisory, project management, and dispute resolution services for organizations facing complex challenges in a world of risk. We embody our core values of embracing lifelong learning, operating with urgency, maximizing value, and driving collaboration to better outcomes for our clients, colleagues, and communities. Join us if you are looking for a career that offers you a chance to love what you do and deliver meaningful impact. In August 2025, The VERTEX Companies, LLC (VERTEX) acquired ADAMS Management Services Corporation (ADAMS), a nationally recognized leader in healthcare program and project management. For nearly 40 years, ADAMS has built its reputation on healthcare specialization, trusted client relationships, and a hands‑on approach that gets results. By joining forces, we've created one of the most comprehensive healthcare consulting platforms in the industry. VERTEX brings the scale and depth of a global professional services firm - spanning forensics, construction project advisory, and regulatory consulting - while ADAMS adds unparalleled sector expertise. Together, we offer healthcare organizations a single, integrated partner to de‑risk complex projects, ensure compliance and operational readiness, and deliver lasting value at every stage of the project lifecycle.

Job Description

The Procurement Project Manager will work with Project Managers and Equipment Planners on each project to ensure a smooth and successful transition from planning through procurement and installation. Qualities and abilities include a superior work ethic, ambition, the desire and aptitude to learn, and the ability to multitask.

Core Responsibilities

• Work Product Creation, Project Management, Coordination with Team Members
• Oversee the entire Procurement Process on given projects and lead Procurement Kick‑Off Meetings.
• Gain an understanding of the client's current purchase process and how to use best practices to assist them to meet project expectations.
• Assist in building the Procurement Schedule and taking ownership to make sure the entire team (Planning, Procurement, Logistics) stays on schedule to meet project deadlines.
• Provide leadership and coordinate activities for all facets of the process from RFP/Quotes to tracking and expediting orders.
• Participate in and/or lead equipment sign‑off meetings.
• Prepare RFP documents to include equipment specifications, T&C's, contract language, service level agreements and warranty language.
• Review and respond to vendor RFI's.
• Analyze RFP's/Quotes to confirm necessary specifications are met or identify alternate vendors.
• Participation in coordinating final T&C's with the client.
• Participate in and/or lead final pricing negotiations.
• Manage or attend vendor bid presentations or coordination for vendor equipment trials.
• Coordinate any changes of purchased versus planned equipment items with project manager, architect and engineer for medical, electrical and plumbing issues.
• Develop purchase requisitions/orders or enter into client database/software as requested in our contract.
• Lead weekly procurement calls with the client to update on the status of purchasing.
• Control or assist the Project Manager in reporting client budgets and flagging issues to the internal project team.
• Provide regular reports to the Owner summarizing current project status with regard to purchases and costs.
• Participate in hospital surveys, design, planning, procurement, logistics meetings, and installation efforts as necessary.
• Coordinate with the Logistics team for installation needs and assist in the reconciliation of any on‑site equipment issues in regard to damage or returns as applicable.
• Provide project close‑out documents at completion.
• Obtain vendor quotes and prepare purchase requisitions to facilitate client purchase orders.
• Reconcile project equipment specifications against purchased equipment through the procurement and installation process.
• Incorporate equipment specifications, client purchase and service agreement terms and conditions and acceptance processes into documents generated for bidding and/or negotiations during procurement.
• Generate pricing comparison reports of multiple vendor responses to RFPs for major and minor moveable equipment.
• Track and expedite documents and coordinate equipment delivery, installation, and training with internal document manager.
• Create pricing comparisons from vendor responses to RFPs and bid documents.
• Join and document equipment review meeting notes for procurement validation of specifications.
• Create initial equipment delivery schedules and coordinates with PM on equipment delivery and installation schedules.
• Resolve vendor response and contract requirements issues and questions during the bidding process.
• Monitor project budgets during procurement and report issues to internal project team.
• Coordinate any changes of purchased versus planned equipment items with project Planner, internal PM, architect, and engineer to ensure any MEP issues are addressed.
• Provide regular reports to the Owner summarizing current project status with regard to purchases and costs.
• Research medical equipment to generate accurate specifications and cut sheets in the appropriate planning database.
• Review and modifies the appropriate planning database equipment specifications and cut sheets as needed.
• Create new projects with initial departments and rooms from space programs and/or floor plans.
• Create initial equipment lists for common clinical spaces using medical equipment standards.
• Perform edits to equipment lists using internal and external project team notes and drawing mark ups.
• Participate in clinical equipment review meetings and provides documentation of equipment changes generated in those meetings.
• Prepare standard project reports and extracts.
• Compile and post submittal documents and other project deliverables.
• Participate in hospital equipment surveys and installation efforts as needed.
• Leads and documents equipment review meetings for planning of basic equipment in common healthcare areas.
• Provides guidance and training to other coordinators in ADAMS processes used for project coordination.
• Researches and identifies alternate vendor products that meet client specifications.
• Reviews vendor quotes and bids to determine if the information received meets the specifications requested.
• Specifications and cut books created are complete and accurate.
• Edits of equipment lists are complete and accurate.
• Conducts effective and efficient equipment review meetings for basic equipment in common healthcare areas.
• Provides clear and concise product comparison documents of similar products from multiple vendors.
• Equipment delivery schedules are completed when needed, are accurate and complete and have realistic equipment lead times.

Operations

OperationsBe aware of and perform own tasks in a manner that supports the organization's vision and defined business objectivesCooperate in construction of strong cross‑functional teams (support staff assignments of self) to achieve success in shared goals, understanding that multiple perspectives and talents build stronger teams and resultsComplete daily tasks consistent with contract requirements and proactively alert assigned manager to any potential challenges or issuesEnsure compliance of operations with all local, state and Federal (and International, if applicable) regulations, as well as compliance with company policyEnsure consistent high quality on deliverables for all individual work productOther duties as assigned

Qualifications & Competencies

• Bachelor's degree and 5 years of related experience, a Master's degree and 3 years of related experience, or 8 years of related experience and no degree.
• Experience of medical equipment procurement consulting and project management in healthcare, or directly related industry.
• Reads architectural floor plans, elevations, and reflected ceiling plans, and understands basic design and construction terminology.
• Maintains a current knowledge of medical equipment devices and systems and their applications within healthcare facilities.
• Expertise in commonly used concepts, practices, and procedures used in the supply chain and procurement field.
• Proficiency with MS Office (especially Excel and Word), data entry programs, and PDF editing software (Bluebeam and/or Adobe).
• Super user level experience with a medical equipment planning database(s), for both Planning and Procurement tasks.
• Highly organized, works independently, is task driven, and able to meet multiple deadlines simultaneously.
• Strong attention to detail is required, as are excellent written and verbal communication and interpersonal skills.
• Ability to type at least 40 WPM and data entry experience.
• Holds a valid driver's license and is able to travel regionally to meet job responsibilities.

Additional Information

• At VERTEX, we invest in top talent with a highly competitive total compensation package that rewards performance and supports long‑term success. Total compensation includes a base salary and a discretionary variable bonus program, depending on your level.
• Our comprehensive benefits package offers multiple healthcare and dental plan options, as well as company‑paid Life Insurance, Short‑Term Disability, and Long‑Term Disability coverage - ensuring peace of mind for you and your family.
• We offer a 401(k) plan with immediate matching and full vesting, empowering employees to build financial security from day one.
• Additional benefits include Flexible Spending Accounts, a robust Employee Assistance Program, and a suite of exclusive perks that enhance everyday life.
• At The Vertex Companies, our salary ranges are intentionally designed to support meaningful career growth over time. These ranges allow employees to develop, expand their impact, and increase their earnings as they progress within their job level. A new hire's starting compensation is determined by their experience, geographical location, scope of the role at the time of hire, and Company affordability. Our ranges are structured to reward growth and performance, ensuring there is room for advancement and long‑term opportunity.
• Salary ranges for this role are as follows:
  $86,000 - $208,000 USD annually (Geographical Tier AA - Sample Locations: NY Metro, San Franscisco, San Jose, Seattle)
  $79,000 - $192,000 USD annually (Geographical Tier A - Sample Locations: Irvine CA, Middlesex NJ, Tacoma WA, Boston, Alexandria)
  $73,000 - $176,000 USD annually (Geographical Tier B - Sample Locations - Baltimore, Chicago, Anchorage, Portland)
  $66,000 - $160,000 USD annually (Geographical Tier C - Sample Locations - Atlanta, Charlotte, Cincinnati, Miami)
  $63,000 - $152,000 USD annually (Geographical Tier D - Sample Locations - Mississippi, Mobile AL, Bowling Green KY, Tulsa)
• Time away matters - so we provide a generous paid time off program, including vacation, sick time, and paid holidays (with prorated options for eligible part‑time employees).
• At VERTEX, growth never stops. Our signature "Lifetime of Learning" program offers tuition reimbursement and personalized support for employees pursuing advanced education - helping you sharpen your skills and accelerate your career.