Strategic Account Operations Specialist

Proximity Systems•Tomball, TX

3d•Hybrid

About The Position

Proximity Systems partners with HCA, the Company's largest and most strategic customer, on an account spanning roughly 180 acute care hospitals nationally. The Strategic Account Operations Specialist serves as the central operational owner for this relationship, ensuring projects and opportunities move smoothly from quoting through delivery and customer follow-up. This role keeps the operational details organized and supports strong communication between HCA and internal teams, allowing Sales to focus on customer relationships, strategic growth, and revenue.

Requirements

High school diploma or GED required.
3-5+ years of experience in sales operations, project coordination, account management, construction coordination, healthcare equipment, contract furniture, manufacturing, or a related field required.
Strong working knowledge of Salesforce or another CRM, with the ability to improve reporting and data quality.
Strong technology skills with the ability to learn and apply new tools and systems.
Comfortable reading floor plans, equipment schedules, product specifications, and project documentation.
Willing to travel occasionally for HCA-related meetings, installations, and account reviews.

Nice To Haves

Bachelor's degree in Business, Supply Chain, or a related field preferred.
Healthcare IT, capital equipment, or B2B manufacturing account experience is a plus.

Responsibilities

Own the accuracy and completeness of HCA opportunities, quotes, and orders in Salesforce, ensuring key information is current and supports effective forecasting and order execution.
Partner with the Director of Strategic Accounts to review HCA forecasts, identify changes or trends, and maintain accurate visibility into upcoming business.
Maintain accurate opportunity timelines by regularly reviewing open opportunities and updating expected close dates as business conditions change.
Prepare accurate and timely quotes in QuoteWerks, reviewing product configurations, quantities, pricing, freight, and installation requirements.
Coordinate with Finance to verify pricing, margins, and any nonstandard commercial terms.
Maintain current knowledge of HCA contract pricing, approved product standards, and quoting requirements while ensuring revisions are accurately documented.
Monitor HCA business for trends, risks, and potential issues, proactively identifying stalled opportunities, pricing discrepancies, recurring delays, and other factors that could impact the customer or business.
Review floor plans, room schedules, and project documentation; work with Product/Engineering to build project matrices (models, quantities, mounting heights, configurations, finishes, special requirements).
Track construction schedules and evolving project timelines to support accurate order planning, tracking, and delivery commitments.
Monitor HCA orders from purchase order through production and shipment, ensuring orders align with approved quotes, product configurations, pricing, and customer requirements.
Coordinate project documentation and shipping requirements with general contractors and other project partners to support accurate and timely deliveries.
Maintain complete and organized project documentation throughout the order lifecycle, ensuring all required information is available for production, shipping, and installation.
Provide proactive customer communication regarding ship dates, delivery updates, delays, and tracking information.
Proactively identify and resolve scheduling, documentation, or configuration issues before they impact production, shipment, installation, or customer commitments.
Participate in HCA vendor coordination and corporate meetings, representing Proximity and ensuring key priorities, action items, and follow-up activities are addressed.
Build working relationships with HCA project managers, IT directors, facility contacts, and purchasing teams.
Develop deep knowledge of HCA-approved Proximity products, standards, and installation requirements and serve as a trusted internal resource for HCA project and product questions.
Represent Proximity professionally in customer-facing meetings, project discussions, installations, and account reviews, with periodic travel to support major HCA initiatives.
Identify emerging customer needs, potential risks, and opportunities through HCA meetings and facility interactions and connect them with the appropriate internal teams for follow-up.
Document and organize HCA account processes, product standards, and key business knowledge to create a sustainable and accessible resource for the organization.
Identify opportunities to improve Salesforce reporting, dashboards, automation, and workflows to increase visibility, efficiency, and accuracy across HCA account operations.
Perform other duties as assigned.