Job Description

Mill Creek LLC is a tribally owned SBA 8(a) small business specializing in the planning, procurement, and installation of furnishings, fixtures, and equipment (FF&E) for healthcare facilities nationwide. As part of our comprehensive services, we provide transition and equipment planning solutions to support seamless project execution.

The IO Transition Planner plays a critical role in managing the movement of personnel, equipment, and commodities while maintaining contractual compliance and ensuring complete client satisfaction. This role requires strong organizational, communication, and multi-tasking abilities. The Transition Planner must be detail-oriented, proactive, and capable of managing complex, high-stakes projects in a collaborative team environment.

The Transition Planner is responsible for planning, coordinating, and executing all aspects of project transitions involving FF&E. Key responsibilities include:

REMOTE POSITION

Planning and Coordination

• Provide transition planning, consulting, research, and analysis for healthcare FF&E projects.
• Assist in developing detailed inventories, equipment utilization and procurement plans, budgets, reports, and layout drawings.
• Develop and maintain master and departmental transition schedules aligned with project and construction timelines.
• Identify project timelines, milestones, and critical paths, and coordinate resource allocation for efficient user moves.
• Create detailed move plans, implementation schedules, “To/From” worksheets, and sequencing documents during both design and construction phases.
• Participate in space planning and FF&E review with users and the design-build team.

Client and Stakeholder Engagement

• Conduct planning and implementation meetings (e.g., 90-day onsite, 60-day virtual, and pre-move briefings).
• Serve as liaison between equipment planners, users, facility staff, and government representatives.
• Prepare and distribute meeting agendas and minutes for all transition-related activities.

Move Management

• Coordinate and supervise all FF&E-related vendor moves, including artwork and specialty items.
• Manage on-site move activities including bid preparation support, vendor evaluation, and selection.
• Oversee storage and warehousing logistics for equipment deliveries and documentation compliance.
• Manage DRMO/DLA processes and documentation (e.g., 1348-1A, 601 forms) in coordination with warehouse staff, Med Group BMET, MEMO, and logistics teams.

Documentation and Reporting

• Ensure timely creation and maintenance of DMLSS lists, PRCL updates, door sheets, punch lists, and equipment tracking logs.
• Maintain and update project tracking tools, such as Audaxware, for inventory and scheduling adjustments.
• Assist with preparation of all submittals, including warehousing, security, training, testing/certification, and inspection documentation.
• Generate staff training materials including orientation agendas, PowerPoint presentations, and "Day in the Life" training documentation.

Site Support and Installation Oversight

• Oversee and coordinate on-site installations, ensuring compliance with design specifications.
• Supervise IO Carpenter installations and ensure spaces are set up per the equipment drawings.
• Support space readiness, including minor cleaning and organization as needed prior to final transitions.
• Manage punch list resolution, including vendor coordination for incomplete items.

Public Relations and Facility Coordination

• Support internal communication and distribute project-related materials, signs, and flyers.
• Coordinate ribbon-cutting and other public-facing project activities as needed.
• Manage base/facility access for project personnel and vendors.
• Coordinate all facility and government inspections, walkthroughs, and schedule confirmations.

Administrative and Cross-Functional Support

• Perform clerical and administrative tasks including scanning, filing, mailing, and travel coordination.
• Support project superintendents and field staff with communication and coordination across teams and vendors.
• Update and maintain the FF&E/LVS installation schedule in collaboration with project stakeholders.
• Assist in preparation of close-out documents including DD250, DD1354, BMET packages, and other final deliverables.
• Schedule and facilitate meetings with BMET, MEMO, logistics, IMIT, housekeeping, and other key stakeholders.

Other Duties: Support additional tasks as directed by project leadership to ensure project success.

Requirements

• Experience in healthcare facility transition planning or a related field preferred.
• Strong organizational and communication skills; ability to coordinate complex logistics and timelines.
• Proficient in Microsoft Office Suite; experience with Audaxware or similar FF&E/transition planning software is a plus.
• Ability to manage multiple stakeholders, vendors, and tasks in a fast-paced environment.
• Familiarity with military or federal healthcare systems and documentation (e.g., DD forms) is desirable.
• Willingness to travel and be onsite during critical phases of the project.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

Tribal Preference Exercised:

Prairie Band, LLC is subject to Title 22: Employment Code of the Prairie Band Potawatomi Nation. In accordance with Title 22, this position is designated as a TIER 2 position. Preference will be given to individuals to the extent required pursuant to Section 22-2- 4(8).

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