Office Implementation Coordinator in Indianapolis, Indiana at Rehab Medical

Title: Office Implementation Coordinator
Job Category: Operations
Requisition Number: OFFIC002074
Job Type: Full-Time
Indianapolis, IN, 46240, United States

Description

Jumpstart your career at Rehab Medical, one of the nation’s leading providers of custom advanced medical equipment and a winner of multiple awards! Headquartered in Indianapolis, Rehab Medical is looking for driven, positive individuals who are ready to grow with us. Join our team and become part of a company that values your impact and development as much as the lives we improve every day.

As we continue to expand our reach, we’re looking to add individuals embodying our core values, making a positive impact on the lives of others, and driving continuous personal and professional growth to our dynamic Rehab Medical team. Whether you’re supporting patients, working with teammates, or building your career, every day brings an opportunity to make a meaningful impact.

Why You Should Apply:

• We offer health, dental, and vision benefits plus HSA incentives
• 401 (k) match with personal finance seminars and one-on-one assistance
• Tuition Reimbursement
• Training and Orientation at our Headquarters in Indianapolis
• Mentorship Onboarding Program
• Employee Recognition Program
• Leadership Development Program
• Health and well-being initiatives through our Employee Assistance Program

The Office Implementation Coordinator supports the planning, coordination, and execution of office openings, relocations, expansions, and facility readiness initiatives across the organization. This role helps ensure each location is operationally ready, compliant, inspection-ready, and aligned with company standards while partnering cross-functionally with Compliance, Operations, Fleet & Facilities, Real Estate, and leadership to support growth and minimize risk.

Responsibilities

Office Openings, Relocations, and Expansion

• Support the planning and execution of new office openings, relocations, and expansion projects, helping ensure milestones, timelines, and deliverables are met.
• Maintain detailed project plans, track critical dependencies, and help address barriers that could delay launch readiness.
• Coordinate cross-functional partners to support each site’s operational go-live.

Regulatory and Operational Readiness

• Support each office’s readiness to operate in alignment with business, regulatory, payer, and internal company requirements prior to opening or transition.
• Coordinate completion of required business, regulatory, and payer registrations and approvals needed for office activation.
• Partner with Compliance to support inspection readiness, accreditation expectations, and audit preparedness.
• Coordinate office and warehouse setup to ensure spaces are configured, furnished, and organized according to company standards and operational needs.

Facility Readiness and Standards

• Support consistency and readiness across office locations to reduce disruption and support sustainable growth.
• Support adherence to facility readiness standards related to layout, safety, functionality, and operational consistency.
• Conduct or coordinate routine and ad hoc site inspections to assess facility condition, readiness, and alignment with company expectations.
• Identify facility risks, deficiencies, or readiness gaps and escalate with recommendations and mitigation needs.
• Partner with field leadership to support location-specific readiness needs and improvement opportunities.

Real Estate and Vendor Coordination

• Support real estate planning and lease-related activities tied to office growth and continuity.
• Assist with site assessments, lease renewals, relocations, and related real estate coordination activities.
• Track lease timelines, support planning around key renewal dates, and communicate potential operational or financial impacts to leadership.
• Coordinate vendors, landlords, and internal partners to support timely execution of office implementation activities.

Project Reporting and Documentation

• Maintain clear visibility into project progress, risks, and readiness activities.
• Prepare regular project status updates that communicate timeline progress, key milestones, open risks, and mitigation actions.
• Maintain accurate project documentation, trackers, and readiness records for leadership visibility and audit support.
• Escalate issues early and help coordinate follow-up needed to keep projects on track.

Process and Team Support

• Support day-to-day coordination of office implementation initiatives and ongoing improvement of the function.
• Support continuous improvement of office implementation processes, tools, and standards to improve consistency and scalability.
• Promote strong follow-through, organization, and proactive communication across assigned projects.
• Provide coordination support to internal stakeholders involved in office implementation work, as applicable.

Education, Qualifications, & Experience

Required

• High school diploma or equivalent required; associate’s or bachelor’s degree in business, operations, project management, facilities management, healthcare administration, or a related field is a plus.
• 3+ years of experience leading or coordinating multi-site operational projects, office implementations, facilities projects, real estate transitions, or comparable cross-functional initiatives.
• Experience building and maintaining project plans, timelines, trackers, and readiness documentation across multiple concurrent initiatives.
• Strong working knowledge of operational readiness, facility coordination, vendor management, and risk identification in a multi-location environment.
• Ability to partner effectively across Compliance, Operations, Facilities, Real Estate, Finance, and executive leadership.
• Strong written and verbal communication skills with the ability to provide concise, executive-ready updates and recommendations.
• Highly organized with strong judgment, follow-through, and the ability to manage competing priorities while maintaining accuracy and deadlines.

Preferred

• Experience in healthcare, DMEPOS, regulated operations, or other environments where licensing, compliance, and inspection readiness are critical.
• Experience supporting new site launches, relocations, lease renewals, or facility optimization initiatives across multiple states or regions.
• Familiarity with project management tools, budget tracking, and executive reporting practices.
• Experience developing standardized operating processes, site readiness criteria, or facilities-related performance expectations.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.