Medical Equipment Coordinator

Austin Regional Clinic: ARC•Austin, TX

About The Position

The Medical Equipment Coordinator oversees the day-to-day management and lifecycle of medical equipment across Austin Regional Clinic’s multi-location physician practice. The role is the primary coordinator for equipment inventory, movement, maintenance, repairs, warranties, service agreements, and vendor relationships. Working closely with clinical and facilities teams, the coordinator helps ensure equipment is available, properly maintained and documented, and functioning where and when needed. The role carries out its duties in compliance with confidentiality requirements and organizational policies while supporting the organization’s mission and philosophy. The position maintains equipment and service records; coordinates service requests, preventive maintenance, vendor visits, equipment installation, replacement, relocation, and disposal; and supports equipment lifecycle and capital planning. It also monitors warranties and contracts, helps review repair invoices and vendor performance, prepares reports, and develops standardized equipment-management processes. The coordinator supports clinical staff with equipment needs and training, keeps documentation ready for safety and quality assurance checks, and adheres to company policies including OSHA, HIPAA, compliance, and the Code of Conduct. Regular, dependable attendance is expected. The work schedule is Monday through Friday, 8 a.m. to 5 p.m.; times may vary based on clinic needs. Holiday shifts are required as directed by company policy.

Requirements

High school diploma.
At least 2 years of experience in medical equipment management, healthcare operations, biomedical equipment support, facilities/equipment management, or equipment repair business.
Knowledge of safety-management principles and practices.
Knowledge of office procedures, methods, equipment, computers, and applicable software applications.
Knowledge of pertinent local, state, and federal laws, ordinances, codes, and rules.
Excellent customer service, interpersonal, problem-solving, verbal communication, and written communication skills.
Excellent computer and keyboarding skills, including familiarity with Windows.
Ability to interpret and explain department policies and procedures.
Ability to track multiple active contracts and repair tickets simultaneously.
Ability to use computer databases, spreadsheets, and asset-management software.
Ability to establish and maintain effective working relationships with tact and diplomacy.
Strong organization and documentation skills; self-starter and self-motivated to see work through to completion.
Ability to work in a team environment, engage and listen to others, adapt communication, and align actions with shared goals.
Ability to manage competing priorities and perform duties professionally.
Ability to understand, recall, and communicate factual information; understand, recall, and apply instructions; organize ideas clearly; and use common sense.
Work Monday through Friday, generally 8 a.m. to 5 p.m., with times subject to clinic needs; work holiday shifts as required by company policy.

Nice To Haves

Associate degree or certificate in biomedical technology, healthcare administration, or a closely related area.
Experience in a physician practice, ambulatory healthcare organization, hospital, surgery center, or other multi-site healthcare environment.
Experience maintaining medical equipment inventories or asset-management databases.
Experience administering medical equipment warranties and service agreements.
Familiarity with preventive maintenance requirements and healthcare equipment-management practices.
Experience working with medical equipment manufacturers and third-party service providers.

Responsibilities

Maintain a comprehensive, accurate inventory of medical equipment across all locations and track relevant equipment and asset details.
Coordinate equipment movement, reassignment, replacement, retirement, physical inventories, and record reconciliation.
Identify equipment nearing end of life, warranty expiration, or replacement and support replacement and capital-needs planning.
Maintain documentation for equipment transfers, repairs, maintenance, and disposal.
Serve as a primary contact for clinical and operational staff regarding equipment issues; monitor and respond to tickets and service requests.
Assess equipment requests and coordinate troubleshooting, vendor repair, warranty service, replacement, or escalation.
Coordinate preventive maintenance and other servicing, schedule vendor visits, communicate planned maintenance or downtime, and track requests through completion.
Maintain equipment repair and maintenance histories and escalate recurring problems or service concerns.
Maintain records of warranties, preventive maintenance agreements, and service contracts; track dates, covered equipment, service levels, and terms.
Ensure available warranty or contract coverage is used appropriately, coordinate claims and service requests, and communicate renewal or replacement needs.
Assist leadership in evaluating service agreements and review repair and service invoices for services performed and coverage use.
Manage operational relationships with manufacturers, repair providers, and service-contract vendors; coordinate vendor access and maintain vendor information.
Assist with obtaining repair estimates, service proposals, warranty information, and service-contract pricing; escalate vendor performance issues.
Work with clinical and operational teams to understand equipment needs and determine whether needs are best addressed by repair, relocation, replacement, or new acquisition.
Coordinate equipment installations, replacements, and removals with clinical and operational teams.
Develop and maintain standardized processes for equipment tracking, repairs, preventive maintenance, warranties, service contracts, and vendor management.
Prepare reports on inventory, maintenance status, repairs, contract costs, warranty expirations, equipment age, and replacement needs.
Identify opportunities to reduce downtime and unnecessary repair costs, consolidate service agreements, and improve equipment utilization.
Support internal controls and organizational policies for equipment acquisition, tracking, safeguarding, and disposal.
Coordinate training for clinical staff on safe and proper use of new equipment and keep documentation ready for safety and quality assurance checks.
Follow company policies, including OSHA, HIPAA, compliance, and the Code of Conduct; maintain regular and dependable attendance and work required holiday shifts.
Participate in special assigned projects and perform other duties as assigned.