Medical Equipment Coordinator

External Brand•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 coordinates equipment inventory, movement, maintenance, repairs, warranties, service agreements, and vendor relationships, working with clinical and facilities teams to ensure equipment is available, properly maintained, documented, and functioning where and when needed. The coordinator carries out these duties while maintaining compliance and confidentiality and promoting the organization’s mission and philosophy. The position maintains equipment records and lifecycle information, coordinates service requests and preventive maintenance, tracks warranties and contracts, and serves as an operational contact for equipment vendors. It also collaborates with clinical and operational teams on equipment needs, installations, replacements, and downtime communications; develops standardized processes and reports; supports internal controls and safety and quality assurance documentation; and coordinates staff training on new equipment. The schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., though times may vary based on clinic needs. Holiday shifts are worked as required by company policy.

Requirements

High school diploma required.
At least 2 years of experience in medical equipment management, healthcare operations, biomedical equipment support, facilities/equipment management, or the equipment repair business.
Knowledge of safety-management principles and pertinent local, state, and federal laws, ordinances, codes, and rules.
Knowledge of office procedures, methods, and equipment, including computers and applicable software applications.
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 and use databases, spreadsheets, and asset-management software.
Strong organization and documentation skills; self-motivated and able to persevere until work is completed and fully accounted for.
Ability to establish and maintain effective working relationships with tact and diplomacy.
Ability to work in a team, engage others, listen, adapt responses to meet others’ needs, and align actions with shared goals.
Ability to manage competing priorities and perform duties professionally.
Ability to understand, recall, and communicate factual information and apply oral or written instructions.
Ability to organize thoughts and ideas into understandable terminology and apply common sense in performing work.
Availability to work Monday through Friday, 8:00 a.m. to 5:00 p.m., with times subject to clinic needs, and 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, including equipment identification, location, purchase, warranty, and service information.
Coordinate equipment movement, reassignment, replacement, and retirement; assist with physical inventories and records reconciliation.
Identify equipment nearing end of life or warranty expiration and provide information to support replacement and capital planning.
Maintain documentation of equipment transfers, repairs, maintenance, and disposal.
Serve as the primary contact for clinical and operational staff regarding equipment concerns; monitor and respond to equipment tickets and service requests.
Assess equipment requests and coordinate troubleshooting, vendor repair, warranty service, replacement, or escalation.
Coordinate preventive maintenance and other required service, schedule vendor visits, and communicate with clinical teams to minimize disruption to patient care.
Track repair and maintenance requests through completion, provide department updates, maintain service histories, and escalate recurring issues or trends.
Maintain centralized warranty, preventive maintenance agreement, and service-contract records; track coverage, terms, and expiration dates.
Ensure warranty coverage is used appropriately, coordinate warranty claims and contract requests, and communicate upcoming expirations and renewal or replacement needs.
Assist leadership in evaluating service agreements and review vendor invoices to help confirm services performed and appropriate coverage.
Serve as an operational contact for equipment manufacturers, repair providers, and service-contract vendors; maintain vendor records and coordinate vendor access.
Obtain repair estimates, service proposals, warranty information, and contract pricing; escalate vendor performance and recurring service concerns.
Build working relationships with clinical and operational staff, understand equipment needs, and help determine whether needs are best addressed through repair, relocation, replacement, or acquisition.
Coordinate equipment installations, replacements, and removals, and communicate planned maintenance or downtime to affected departments.
Develop and maintain standardized processes for equipment tracking, repairs, preventive maintenance, warranties, service contracts, and vendor management.
Prepare reports on inventory, maintenance, repairs, service-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 organizational policies and internal controls 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 Code of Conduct requirements; maintain regular and dependable attendance and follow company core competencies.
Work holiday shifts as required by company policy.
Participate in assigned special projects and perform other duties as assigned.