Client Onboarding & Events Coordinator

Ampa

4h•Remote

About The Position

Ampa is hiring a highly organized Client Onboarding & Events Coordinator to manage logistics for client deployments of the Ampa One neuromodulation device and Ampa’s presence at conferences and events. The coordinator owns the deployments calendar from initial scheduling through post-go-live follow-up, working with clients, Clinical Deployment Specialists, Manufacturing, and clinical teams. The role also manages the conference and marketing events calendar end to end, including registration, booth logistics, attendee communications, and follow-up. This position calls for a structured, detail-oriented person who anticipates problems, manages multiple concurrent workstreams, and ensures requirements and deadlines are met. The coordinator serves as the primary logistics contact for clients during onboarding, aligns internal teams on readiness, maintains accurate records and systems, and develops processes and documentation for deployments and events. The role is fully remote within the U.S., with minimal occasional internal travel. Ampa describes the environment as high-intensity and fast-changing, requiring resilience, adaptability, and a willingness to work long hours.

Requirements

At least 2 years of experience in operations, scheduling, logistics, event coordination, or healthcare/medical device administration.
Exceptional organization and attention to detail.
Proven ability to manage complex, multi-party scheduling across time zones.
Strong written and verbal communication skills.
Ability to manage many concurrent workstreams with hard deadlines while maintaining precision.
High reliability, follow-through, and ownership.
Ability to work independently in a fully remote environment.

Nice To Haves

Experience planning or coordinating trade shows, medical conferences, or industry events.
Experience supporting healthcare providers, medical device teams, or clinical environments.
Experience in a startup or high-growth company.
Familiarity with HubSpot, ClickUp, project management tools, or scheduling software.

Responsibilities

Own the master deployments calendar across all client accounts.
Coordinate scheduling among clients, Clinical Deployment Specialists, and internal clinical team members.
Confirm and reconfirm deployment dates, training sessions, and go-live meetings.
Identify and resolve scheduling conflicts before they escalate.
Coordinate deployment staff travel, including flights, lodging, and itineraries.
Create client accounts in the Ampa system before each deployment.
Guide clients through remote device testing several days before the deployment team arrives.
Confirm clients have purchased all required accessories before deployment.
Review deployment rooms remotely to confirm the space, furniture, and setup meet requirements.
Ensure all pre-deployment requirements are complete before go-live.
Serve as the primary logistics contact for clients during onboarding.
Schedule onboarding calls, training sessions, and milestone meetings.
Send calendar invitations, confirmations, reminders, and follow-ups.
Maintain organized records of client communications and deployment milestones.
Keep clients informed about timelines, expectations, and next steps.
Own the annual conference and events calendar in partnership with Marketing and Sales.
Manage event registrations, sponsorship deliverables, booth reservations, deadlines, and vendor contracts.
Coordinate shipment and arrival of booth materials, device demo units, and promotional items.
Create detailed event itineraries and occasionally coordinate travel and lodging for attendees.
Manage event communications, including pre-event outreach, prospect and KOL meeting scheduling, invitations, reminders, and post-event follow-up.
Coordinate on-site events for Ampa staff, such as dinners and client get-togethers.
Track event budgets and log results in HubSpot.
Lead post-event debriefs and use findings to improve future playbooks.
Work with event organizers to book the next year's booth, usually during the event itself.
Own sales lead collection through event and Ampa systems and ensure leads are entered into HubSpot according to the SOP.
Align availability and readiness with Operations, Clinical Deployment, Manufacturing, Marketing, and Sales.
Track deployment and event readiness, raise risks early, and keep internal systems accurate and up to date.
Build and maintain tracking systems, checklists, and playbooks for deployments and events using standard tools such as ClickUp and Google Drive.
Monitor KPIs including deployment timing, reschedule rates, completion rates, and event ROI.
Continuously improve processes and hold yourself and others accountable to them.