Project Coordinator

Primary Function of the Position

The Project Coordinator plays a critical role in supporting the business operations and processes that enable successful outcomes across the Future Forward organization. This position is structured in two progressive phases that evolve with the needs of the program.

Phase 1: focuses on building administrative and operational workflows for the Future Forward. This includes designing, implementing, and maintaining a scalable administrative framework that supports current operations, enables effective onboarding, and provides the foundation for managing and overseeing future administrative team members.

Phase 2 focuses on the seamless execution of core business and program support activities. Responsibilities include operational support, scheduling, documentation management, and administrative coordination that enable Engineering, PMO, Clinical Research, and other key functional groups to achieve program objectives. By managing essential workflows, optimizing communication channels, and supporting cross-functional collaboration, the Project Coordinator helps ensure efficient delivery of business and project outcomes.

In this phase, the Project Coordinator works closely with project managers, engineers, IT, Facilities, and other stakeholders to ensure operational needs are met and teams are equipped to deliver high-quality results aligned with Future Forward’s strategic goals. As needed, this role may also provide direct support to program milestones by tracking deliverables and facilitating document routing, reviews, and approvals to help ensure timely achievement of key objectives.

Key Responsibilities

Business Operations

• Create, implement, and maintain a scalable administrative workflow for the Future Forward team that supports current operations, enables organizational growth, and ensures smooth onboarding of future administrative staff; provide ongoing management and oversight of administrative team members to ensure consistency and effectiveness.
• Develop and manage a streamlined, scalable process for staff and future administrators to handle invoices, reimbursements and common POs, while serving as the primary point of contact for non-standard or exception-based payments and POs. 
• Manage invoices, purchase orders, expense reports, and other administrative workflows to ensure accurate and timely processing.
• Order supplies, manage shipping needs, and support departmental operational requirements.
• Drive process efficiencies through standardized workflows and templates.
• Maintain headcount trackers and support hiring forecasts.
• Proactively identify and escalate staffing or capability gaps (e.g., buyers, logistics, techs, etc.).
• Support new employee onboarding by assisting with the creation of onboarding materials and checklists, scheduling product demonstrations for new employees, and ensuring that all employees have the necessary tools, system access, and permissions to begin their roles effectively.

Administrative Support

• Coordinate complex scheduling across multiple stakeholders, including cross-functional team meetings and external partner interactions.
• Assist with travel coordination, consultant/KOL logistics, and visitor management as needed to support project execution.
• Obtain signatures, route documents for approval, and represent the department in interactions with other administrative groups.
• Support management of cross-functional business calendar both internal and external to Future Forward
• Oversee and manage internal events—conferences, workshops, holiday gatherings, catered meetings, and offsite gatherings—by building repeatable event planning frameworks and best practices that support long-term operational excellence. 

Communication & Cross-Functional Collaboration

• Execute communication plans for weekly updates, distribution lists, forums, and recurring program communications.
• Support note taking and distribution of action items during leadership forums to ensure accountability and effective follow-up.
• Ensure timely follow-up on assigned actions, tracking ownership, progress, and completion rates.
• Support high-quality preparation of board-level or leadership-level presentations and documents, contributing to professional design and consistency.

Continuous Improvement

• Participate in administrative process improvements, adopting best practices for workflow efficiency, document routing, scheduling, and communication.
• Provide input to streamline operational processes that enhance team productivity and reduce administrative burden.

Project Coordination & Execution

• Partner with PMO, Technical Leads, Procurement and legal on contract  workflows, purchase orders, invoicing and timely payment to vendors
• Coordinate and facilitate design reviews, document readiness forums, test readiness meetings, and other program-level checkpoints.
• Collate and visualize project schedules into program-level views using project planning tools.
• Generate and maintain project metrics and dashboards defined by project leadership.

Documentation & Change Control

• Liaise with Document Control to ensure timely routing, review, and approval of engineering change orders and project documentation.
• Maintain accurate documentation logs and communication flows across project teams.
• Support preparation of meeting materials, agendas, presentations, and post-meeting notes.

Qualifications

Education & Experience

• Bachelor’s Degree required.
• 3–5+ years of business operations, administrative or project coordination experience; medical device or regulated industry experience strongly preferred.
• Experience supporting cross-functional teams, complex scheduling, and documentation workflows.

Skills & Competencies

• Exceptional organizational skills with strong attention to detail and accuracy.
• Excellent written and verbal communication skills; able to interface professionally with all levels of the organization.
• Strong ability to manage multiple projects simultaneously, shifting seamlessly between tasks and priorities.
• Proactive problem-solving mentality with the ability to anticipate needs.
• Highly proficient in Microsoft Word, Excel, PowerPoint; active user experience with Microsoft Project or other planning tools strongly preferred.
• Experience with ERP/document control systems (Agile, Workday, Coupa) a plus.

Preferred Attributes

• Strong relationship builder with the ability to collaborate effectively across teams.
• Energetic, professional, and able to thrive in a fast-paced environment.
• Skilled in preparing polished, branded presentations and professional documents.
• Comfortable supporting executives and senior cross-functional stakeholders when needed.

Role Impact

This position plays a vital role in ensuring organized, efficient execution of engineering and product development programs. By centralizing scheduling, documentation management, meeting preparation, and administrative workflows, the Project Coordinator (Business Operations) helps reduce operational friction, accelerates decision-making, and frees technical teams to focus on high-value work. This role directly contributes to improved project cycle times, clearer communication, and smoother cross-functional collaboration.

Due to the nature of our business and the role, please note that Intuitive and/or your customer(s) may require that you show current proof of vaccination against certain diseases including COVID-19.  Details can vary by role.

Intuitive is an Equal Opportunity Employer. We provide equal employment opportunities to all qualified applicants and employees, and prohibit discrimination and harassment of any type, without regard to race, sex, pregnancy, sexual orientation, gender identity, national origin, color, age, religion, protected veteran or disability status, genetic information or any other status protected under federal, state, or local applicable laws.

Mandatory Notices

U.S. Export Controls Disclaimer:  In accordance with the U.S. Export Administration Regulations (15 CFR §743.13(b)), some roles at Intuitive Surgical may be subject to U.S. export controls for prospective employees
who are nationals from countries currently on embargo or sanctions status.

Certain information you provide as part of the application will be used for purposes of determining whether Intuitive Surgical will need to (i) obtain an export license from the U.S. Government on your behalf (note: the government’s licensing process can take 3 to 6+ months) or (ii) implement a Technology Control Plan (“TCP”) (note: typically adds 2 weeks to the hiring process).  

For any Intuitive role subject to export controls, final offers are contingent upon obtaining an approved export license and/or an executed TCP prior to the prospective employee’s
start date, which may or may not be flexible, and within a timeframe that does not unreasonably impede the hiring need. If applicable, candidates will be notified and instructed on any requirements for these purposes. 

We will consider for employment qualified applicants with arrest and conviction records in accordance with fair chance laws.

Preference will be given to qualified candidates who do not reside, or plan to reside, in Alabama, Arkansas, Delaware, Florida, Indiana, Iowa, Louisiana, Maryland, Mississippi, Missouri, Oklahoma, Pennsylvania, South Carolina, or Tennessee.

We provide market-competitive compensation packages, inclusive of base pay, incentives, benefits, and equity. It would not be typical for someone to be hired at the top end of range for the role, as actual pay will be determined based on several factors, including experience, skills, and qualifications. The target compensation ranges are listed.