Account Coordinator Healthcare

Debner Inc•Houston, TX

About The Position

The Healthcare Account Coordinator is an organized and detail-oriented professional with a passion for healthcare environments, design, and furniture. This role supports the Sales and Design teams in driving healthcare projects forward, from proposal development through final installation. The Healthcare Account Coordinator thrives on problem-solving, navigating complex healthcare requirements, and delivering solutions that enhance both patient and staff experiences. The Healthcare Account Coordinator plays a vital role in supporting healthcare client relationships and ensuring seamless project execution. This position provides day-to-day sales and project support, enabling the team to deliver exceptional service, functional healthcare solutions, and inspiring environments. With strong organizational skills, attention to detail, and a collaborative spirit, the Healthcare Account Coordinator helps transform client needs into impactful healthcare spaces.

Requirements

Bachelor’s degree in Business, Marketing, Interior Design, Healthcare Administration, Project Management, or a related field; equivalent professional experience considered.
0–2 years of professional experience in account coordination, project management, client services, or sales support.
Highly organized and able to manage multiple healthcare projects, priorities, tasks, and deadlines with accuracy and efficiency.
Strong verbal and written communication skills, able to adapt messaging for healthcare clients, vendors, and internal teams.
Pays close attention to detail and maintains accuracy in data, documentation, and project deliverables.
Resourceful in identifying issues early, proposing solutions, and following through to resolution.
Proficient with Microsoft Office Suite (Excel, Outlook, Word, PowerPoint) and familiarity with ERP/order entry systems, project management tools, and design software such as CET Designer, AutoCAD, Cap 20/20, Team Design, or CORE.
Thrives in collaborative environments and builds trust with sales, design, operations, vendors, and clients.
Adaptable to shifting priorities and performs well in fast-paced healthcare projects.
Maintains strong customer focus and consistently contributes to excellent client experiences.

Nice To Haves

Experience in healthcare design, commercial furniture, interiors, architecture, or workplace solutions preferred.
Exposure to healthcare contract furniture dealership operations, including order entry, vendor communication, or installation coordination, a plus.
Familiarity with healthcare regulations, infection control, or hospital project specifications beneficial.

Responsibilities

Deliver timely, professional, and client-focused communication tailored to healthcare accounts.
Support Account Managers/Executives in preparing client-ready proposals, bids, and healthcare-specific specifications.
Gather and maintain product warranty information, ensuring compliance with healthcare standards and client specifications.
Set up project folders on the network and create CORE numbers with client data sheets, including healthcare project documentation.
Add resources (Design, PM, Sales, AC) to the CORE resource tab.
Send proposal numbers and file paths to Sales and Design.
Obtain installation quotes from drawings and BOMs, allowing 2–5 days depending on project scope.
Support scheduling pre-order entry meetings (POEM) with Sales, PM, and Coordinators, ensuring proper healthcare documentation and compliance forms are completed.
Save vendor quotes and contracts to designated shared folders; request vendor setup in CORE through Accounting as needed.
Assist in preparing project budgets and timelines, monitoring progress against deadlines.
Coordinate internal and external workflow to manage multiple healthcare projects simultaneously.
Identify potential challenges early and proactively resolve them to maintain project momentum.
Communicate with vendors to obtain accurate product information, lead times, pricing, and discounts, including healthcare-specific products (e.g., MillerKnoll healthcare brands like Nemschoff and Open Lines).
Update SIF files with product IDs, freight, tariffs, list prices, installation costs, PM time, and applicable fees when needed.
Export SIF files and load them into CORE to generate proposals.
Generate deposit invoices for client approval when required.
Place customer orders upon client approval and deposit confirmation; notify Sales, Design, and PM once orders are placed.
Submit purchase orders, confirm acknowledgments, and audit CORE coding for accuracy.
Track and communicate changes to orders in alignment with Sales and Design direction.
Help establish costs and pricing for products and services based on contracts, discounts, gross margin guidelines, and service pricing.
Enter, track, and maintain order accuracy within systems.
Collaborate with internal teams including Design, Operations, and Installation to ensure alignment and smooth project execution.
Support communication across stakeholders—clients, vendors, and partners—to maintain transparency and accountability.
Schedule and support project kickoff meetings once purchase orders are released to Project Management.
Ensure milestones, deliverables, and documentation are completed at each stage of the healthcare project lifecycle.
Create status reports once acknowledgments are received and distribute them to Sales for client updates.
Hand off projects to Project Managers once order entry and status reporting are complete.
If no PM is assigned, follow up directly with vendors for tracking, shipping notifications, and scheduling.
Partner with vendors, Project Management, and Installation teams to confirm ship dates, delivery schedules, and site readiness.
Coordinate signed shop drawings with Sales/Design and ensure they are saved in the installation folder.
Track delivery status and coordinate resolution of issues such as backorders, damages, or schedule conflicts.
Support punch list resolution, confirm work order completion, and final project close-out documentation.
Request invoicing for progress payments (e.g., 40% upon product receipt) and balance invoicing upon installation completion.
Update order codes to RTI (Ready to Invoice) once installation is complete and project is closed.
Anticipate client needs and support the Sales Team in exceeding expectations in healthcare environments.
Maintain a customer-first mindset by ensuring all interactions reinforce trust, professionalism, and understanding of healthcare regulations.
Coordinate with vendors to gather pricing, discounts, and supporting data for accurate healthcare RFP specification packages.
Assist in populating pricing data spreadsheet responses to RFPs.
Contribute proposal materials and interview readiness to position the team for success.