IO Transition Planner

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:

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.

• 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.

Indian 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(B).

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