Project Specialist ENSO
Elekta · Tokyo
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We don’t just build technology. We build hope for everyone dealing with Cancer.
Elekta is shaping the standard of care, together with healthcare providers, by developing precision radiation medicine that brings advanced radiotherapy into routine clinical practice. Our solutions support consistent, efficient and personalized care, addressing evolving patient needs. Through adaptive radiotherapy, precision treatment delivery and integrated workflows, Elekta supports care teams across a range of clinical settings. Each year more than 2 million patients are treated using Elekta solutions across over 130 countries. Elekta is headquartered in Stockholm, Sweden, with over 4,000 employees and offices in more than 40 countries. The company is listed on Nasdaq Stockholm. For more information, visit elekta.com.
Description (please descrive the summary of the role)
The Project Specialist manages all aspects of site preparation and the implementation of radiation therapy systems to ensure requirements for Elekta products are met, starting from pre-sales activities. Under Project Management Operations (QMS0070EN), they verify project feasibility (including financial planning) and conduct rigorous review and management of the preparations required on the customer side.
Key Responsibilities
- Collaboration: Partner with Sales representatives from the pre-sales phase through to project completion.
- Technical Advisory: Maintain comprehensive knowledge of all Elekta products to communicate pre-installation requirements to customers and/or construction companies. Ensure all site preparation conditions are met prior to equipment delivery, in accordance with established Elekta policies and guidelines.
- Primary Liaison: Serve as the main point of contact for the customer when planning and implementing the site construction for Elekta solutions.
- Customer Relationship Management: Build strong relationships with customers to ensure high levels of satisfaction during and after implementation, facilitating a seamless transition to the Customer Service department.
- Project Governance: Lead projects to successful completion by managing progress through PSA Gantt charts and ensuring the timely completion of all tasks.
Responsibilities
Project Specialist (please describe here the detailed duties/responsibilities)
- Implementation Support: Support and facilitate the implementation of Elekta products for customers and distributors according to established procedures; document and communicate implementation status, and continuously seek ways to improve processes.
- Project & Financial Management: Take responsibility for the planning, management, coordination, and financial oversight of each project; perform high-precision cost calculations to secure the necessary budget.
- Procurement & Negotiation: Obtain quotes from third-party vendors, negotiate pricing to ensure cost-efficiency, and manage the ordering process.
- Project Execution: Strive to ensure project execution is completed strictly within the defined timeline and budget.
- Technical Communication: Communicate and coordinate the accurate interpretation of Elekta product specifications with customers, distributors, and construction company representatives.
- Meeting Representation: Attend and lead meetings with customers, distributors, and construction partners as required.
Operational Responsibilities
- Site Inspections: Conduct on-site inspections to verify compliance with site preparation requirements and report findings to relevant department stakeholders.
- Technical Documentation: Create and update site-specific drawings based on project status, sharing them with customers, contractors, and internal stakeholders.
- Project Synchronization: Attend all relevant project meetings to provide and receive the latest status updates.
- Information Governance: Accurately record all visit logs, customer communications, and finalized agreements within the Parent Opportunity Chatter, regardless of whether the activity is pre-sales or post-sales.
- Service Handover: Provide Customer Support with procurement details for all implemented third-party products (e.g., vendor information).
- Knowledge Sharing: Stay updated on the latest resources, such as Site Drawings and Site Planner Guides, and ensure this information is shared across the team.
Milestones & Deliverables
- Sales Handover: Ensure that a Sales Handover Meeting (equivalent to a Kick-off Meeting in EKK) is held within 15 days of the order date. The Project Specialist holds the primary responsibility for organizing this meeting.
- Customer Kick-Off: Conduct a Customer Kick-off Meeting at the client site as soon as the detailed schedule is finalized (including consultations regarding the setup of remote connection lines).
- Revenue Recognition: Obtain all necessary documentation required for Revenue Recognition (including CAT, SIP, and QMS documents) for each project and report the completion to the Project Management Manager.