IO&T Coordinator

About Bodwé Group Companies Bodwé is the Professional Services Group of Mno-Bmadsen, the investment enterprise and a wholly owned instrumentality of the Pokagon Band of Potawatomi. We are architects, planners, consultants, designers, engineers, scientists, and federal contractors, committed to growing the economy and legacy of the Pokagon Band and supporting its more than 6,000 citizens. We provide value by integrating expertise across the natural and built environment lifecycle—from pre-development and planning to design, procurement, construction, and operations. By integrating expertise across architecture, engineering, construction, and facility management, we deliver holistic, end-to-end solutions that drive efficiency and deliver distinctive outcomes. Position Summary The Initial Outfitting and Transition (IO&T) Coordinator serves as BUMED’s subject matter expert for the planning, coordination, management, and execution of Initial Outfitting and Transition (IO&T) projects and programs supporting military healthcare facilities. The position is responsible for cradle-to-grave management of transition planning, Furniture, Fixtures and Equipment (FFE), Low Voltage Systems (LVS), medical equipment, furnishings, signage, artwork, casework, information technology systems, communication systems, and facility activation requirements associated with new construction, renovation, modernization, and facility relocation projects. The IO&T Coordinator supports BUMED Headquarters, Regional Health Facilities Planning Offices, Project Delivery Teams (PDTs), facility leadership, and end users throughout all phases of project development, activation, occupancy, transition, and property disposition. The position provides technical expertise and project oversight to ensure facilities are properly equipped, staffed, trained, and operationally ready to support patient care and mission requirements upon occupancy. Accommodation Requests We are committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment. If reasonable accommodation is needed to participate in the job application or interview process, contact our HR Director (April Hawkins) at 269-927-0144 or [email protected] Essential Duties and Responsibilities Initial Outfitting & Transition Program Management Serve as BUMED’s primary advisor and subject matter expert for IO&T planning and execution activities. Manage and coordinate all phases of Initial Outfitting and Transition programs from project conception through final occupancy and closeout. Support the design, construction, activation, outfitting, transition, occupancy, and disposition of healthcare facilities and associated assets. Coordinate activities among BUMED Headquarters, regional commands, facility leadership, project teams, contractors, and stakeholders. Ensure IO&T activities are integrated with project schedules, construction milestones, operational requirements, and occupancy timelines. Furniture, Fixtures, Equipment (FFE) and Low Voltage Systems (LVS) Planning Lead planning and coordination efforts related to furniture, furnishings, medical equipment, casework, signage, artwork, and low voltage systems. Assist Project Delivery Teams (PDTs) in defining FFE-LVS requirements, scope, schedules, budgets, and quality standards. Review project cost estimates and schedules related to FFE-LVS acquisition, installation, and activation activities. Coordinate procurement, warehousing, inventory management, delivery, installation, testing, certification, warranty support, and lifecycle management activities. Ensure compliance with government requirements, facility standards, and healthcare operational needs. Transition Planning and Relocation Management Develop and manage comprehensive transition and move plans for new construction, renovations, phased projects, and facility relocations. Identify occupancy milestones, critical path activities, move sequencing requirements, and operational dependencies. Coordinate transition planning for personnel, equipment, departments, and patient care operations. Develop detailed departmental move plans and implementation schedules. Support preparation, execution, monitoring, and closeout of relocation activities. Document lessons learned and post-move evaluations to improve future transition efforts. Requirements Development and Documentation Lead development and oversight of IO&T requirement documents including: Project Room Contents (PRC) Lists Comprehensive Interior Design (CID) Packages Transition Plans Room Layouts Room Illustration Sheets Infrastructure Interface Documents Technical Specifications Performance Work Statements (PWS) Statements of Work (SOW) Design Narratives Government Standards and Specifications Ensure documentation complies with UFCs, DHA standards, BUMED requirements, and applicable federal regulations. Review contractor-developed documents for completeness, accuracy, and compliance. Space, Equipment, and Facility Planning Support Assist activities in updating Programs for Design (PFDs) within the VA/DHA Space and Equipment Planning System (SEPS). Coordinate facility planning efforts to ensure operational, space, and infrastructure requirements are accurately reflected. Support development of facility reuse strategies, operational concepts, and infrastructure planning requirements. Provide recommendations regarding facility activation, occupancy readiness, and operational integration. Contract Oversight and Quality Assurance Provide quality oversight of IO&T contractors, vendors, suppliers, and service providers. Review contractor submittals related to: FFE-LVS Installation Transition Planning Phasing Plans Utility Interfaces Testing and Certification Operational Readiness Activities Monitor contractor performance and ensure compliance with contract requirements. Conduct quality assurance reviews of deliverables and services. Verify recommendations are practical, achievable, and aligned with project objectives. Facility Activation and Occupancy Readiness Coordinate facility activation activities to ensure operational readiness before occupancy. Verify facilities are properly prepared to receive FFE-LVS and medical equipment installations. Conduct field investigations and readiness assessments. Coordinate installation, testing, commissioning, certification, and acceptance activities. Support final inspections and occupancy approvals. Equipment and Asset Management Coordinate acquisition, installation, relocation, reuse, storage, and disposition of government-owned equipment and property. Assist with excessing and disposal activities through appropriate government channels. Support management of Real Property Installed Equipment (RPIE) and Personal Property (PP). Coordinate equipment moves and ensure warranty protections are maintained. Work closely with Biomedical Equipment Technicians (BMETs), IT personnel, facility staff, and third-party vendors. Stakeholder Engagement and Communication Serve as liaison among BUMED, regional offices, facility leadership, project teams, contractors, and end users. Organize and facilitate project meetings, planning sessions, workshops, and executive briefings. Develop management tools, reports, dashboards, and briefing materials supporting project execution. Provide written and oral responses to requests for information. Keep senior leadership informed regarding project status, risks, issues, and opportunities. Orientation, Training, and Operational Integration Develop orientation programs to prepare personnel for occupancy and operation of new or renovated facilities. Coordinate staff training related to equipment, technology systems, facility operations, and patient care environments. Ensure Operations and Maintenance (O&M) manuals, training materials, and user documentation are provided and maintained. Support operational transition and change management activities. Logistics and Site Coordination Coordinate site logistics including: Building Access Base Access Government Field Offices Temporary Swing Space Warehousing and Storage Security Requirements Delivery Scheduling Installation Activities Coordinate interim phasing facilities and operational continuity requirements. Ensure adequate resources are available to support transition activities and departmental moves. Reporting and Administrative Support Prepare monthly project status reports for assigned CONUS and OCONUS projects. Develop executive briefings, information papers, presentations, and management reports. Maintain project records, schedules, workflows, and documentation repositories. Support process improvement initiatives and recommend enhancements to IO&T planning methodologies. Education, Experience, and Technical Skills Required Education, Experience, and Technical Skills Minimum of one (1) year of specialized experience supporting Initial Outfitting and Transition (IO&T), Furniture, Fixtures and Equipment (FFE), Low Voltage Systems (LVS), or healthcare facility activation projects. Direct experience supporting healthcare infrastructure, healthcare operations, facility planning, or transition activities. Working knowledge of healthcare facility planning, design, activation, and operational readiness requirements. Experience developing requirement documents, project content lists, room layouts, technical specifications, or infrastructure interface documentation. Experience supporting procurement planning, budgeting, equipment acquisition, delivery, installation, and transition activities. Proficiency with Microsoft Office Suite and Adobe Acrobat. Ability to complete VA/DHA Space and Equipment Planning System (SEPS) training within 90 days of contract start. Must have or be able to obtain and maintain a Real ID or Passport in order to undergo commercial airfare travel Must have or be able to obtain and maintain a valid driver's license Preferred Education, Experience, and Technical Skills Experience supporting BUMED, DHA, VA, NAVFAC, USACE, or military healthcare facility programs. Experience with: VA/DHA Space and Equipment Planning System (SEPS) Medical Equipment Planning Interior Design Planning Transition Planning Facility Activation Healthcare Facility Construction Furniture and Equipment Procurement Low Voltage Systems Coordination Professional certifications related to Project Management, Facility Management, Healthcare Planning, or Interior Design. Working Environment This position primarily operates in a professional office setting with standard office equipment and a quiet, climate-controlled environment. While in the office, there is no regular exposure to loud noise, hazardous materials, or heavy machinery. This role also requires periodic travel to project sites, including locations undergoing renovation or active construction. During site visits, the employee may be exposed to non-temperature-controlled environments, construction noise, dust, and other typical conditions found on job sites. Appropriate personal protective equipment (PPE) may be required during these visits, depending on site conditions. While on site visits, an individual in this role will be required to work typical hours at the request of the client or role demands. Physical Demands Sitting/Standing: This is not a sedentary role. This role requires the ability to be on your feet moving around a construction site for most of the day interacting with contractors, contractor representatives, and inspecting the construction work that is being performed. Walking: This role requires the ability to move about outside in various geographic and building terrains to access a construction site to provide quality assurance services. Stooping/Kneeling/Crouching/Crawling: This role requires stooping, kneeling, crouching, crawling, and ladder climbing to inspect all aspects of building construction to foundations, crawlspaces, and roofs. Using Hands/Fingers: This role constantly operates technological office equipment such as laptop, mouse, keyboard, computer monitors, telephones, and scanners, copiers, and fax machines. Talking/Hearing: This role requires constant communication with others in the organization to exchange information, review information, and make decisions about information. Seeing: This role requires the ability to see, view, and distinguish all aspects of construction to ensure quality control. Carrying/Lifting: This role requires lifting up to 30 lbs to transport technological office equipment, safety equipment, and other needed construction items to and from various workspaces. Equal Employment Opportunity All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. Native American Hiring Preference Our parent company, Mno-Bmadsen, prefers to hire Pokagon citizens who are qualified and suitable for available positions. For purposes of this section, “qualified” means that the applicant meets the technical and experiential needs for employment; and “suitable” means that the candidate appears to be the best fit considering present circumstances and conditions. Targeted preference is in the following order: First, to qualified Pokagon Band citizens; and Second, to qualified spouses and qualified custodial parents; and Third, to other qualified Native Americans; and Fourth, to all other qualified applicants Any determinations as to the applicability of the Pokagon hiring preference are at the discretion of each Company President. Home Office Connectivity Requirements for Hybrid & Remote Positions To ensure reliable collaboration, client service, and secure access to company systems, the Company requires minimum connectivity standards to be eligible or remain eligible to work in a hybrid or remote capacity. Employees working remotely must maintain broadband internet service capable of consistently supporting video conferencing, VPN connectivity, and cloud-based applications. Hybrid or remote work eligibility may be reassessed if connectivity standards are not met. This includes: Wired broadband service (cable, fiber, or DSL) with at least minimum 100 Mbps download / 20 Mbps upload Some positions may require minimum 200-300 Mbps download / 25-35 Mbps upload speed Cellular hotspot or fixed wireless cellular services (e.g., T-Mobile Home Internet) may not be used as a primary connection. The Company will comply with all local, state, and federal requirements as it relates to the reimbursement of home internet expenses. Eligibility for reimbursement of home internet expenses is defined in a separate policy. Branch: Bodwe Support Services Entity: Bodwé Technology Services FLSA Status: Exempt Hours Per Week: 40 Work Arrangement: Remote Reports To: Senior Program Manager Manages Others: No Overnight Travel: No Tags: #LI-Remote #LI-KR1 #Careers #Hiring #JobSearch #Recruiting #HotJobs #TransitionPlanning #InteriorDesign #FacilityPlanning