Healthcare Coordinator Jobs

About Luxe Mobile IV

Luxe Mobile IV is a growing concierge healthcare company serving clients across multiple Texas markets. Our nurses travel directly to clients, making precise scheduling, efficient routing, proactive communication, and well-managed inventory essential to our daily operations.

We are seeking a highly organized, confident, detail-driven Scheduling, Dispatch & Inventory Coordinator to support our Austin operations.

This position combines live appointment scheduling and nurse coordination with hands-on inventory management, office organization, and supply preparation. You will play an important role in keeping the Austin market operating efficiently, ensuring our nurses have the supplies they need and our clients receive a seamless booking experience.

The ideal candidate is equally comfortable speaking with clients on the phone, managing a changing appointment schedule, working in Excel, counting inventory, and taking ownership of day-to-day office operations.

This is an active operations position—not simply a receptionist or data-entry role. We need someone who anticipates needs, follows through, notices details, and takes initiative without waiting to be told what needs to be done.

What You'll Do1. Real-Time Scheduling & Dispatch

• Actively monitor live appointment schedules and identify conflicts, gaps, delays, and opportunities to improve scheduling efficiency.
• Coordinate nurse assignments based on location, availability, appointment duration, travel time, and geographic proximity.
• Adjust appointment times and assignments as bookings change, ensuring realistic travel windows and minimizing unnecessary downtime.
• Anticipate scheduling issues before they become service problems and take action proactively.
• Monitor upcoming bookings and schedule changes throughout the workday.
• Communicate schedule updates promptly and ensure nurses understand their assignments and appointment expectations.

2. Confident Phone Communication & Appointment Booking

You must be comfortable actively handling incoming and outbound calls and guiding clients through the booking process.

• Answer incoming calls promptly and professionally, confidently guiding clients through booking questions and the appointment process.
• Make outbound calls to return inquiries, confirm appointments, clarify booking details, and follow up on pending requests.
• Ask appropriate questions, accurately capture client information and appointment requirements, and enter complete details into the booking system.
• Confirm appointment dates, times, locations, contact information, and other required booking details.
• Explain scheduling options clearly and help clients identify appropriate appointment windows based on actual availability.
• Handle rescheduling requests, cancellations, delays, and changes calmly and confidently.
• Send accurate confirmations and follow-up communications through appropriate phone, text, or digital channels.
• Recognize when a client question requires clinical guidance and appropriately escalate it to the designated clinical team rather than providing unauthorized medical advice.
• Follow HIPAA requirements and patient confidentiality policies.

Important: This role involves regular, active phone communication. Candidates must be comfortable initiating calls, responding to incoming calls, confirming details, asking clarifying questions, and guiding conversations toward resolution.

3. Nurse Coordination & Field Operations

• Communicate with nurses throughout the day regarding schedules, appointment updates, supply needs, and operational questions.
• Coordinate appointment changes, late arrivals, rescheduling, and time-sensitive operational issues.
• Support Austin nurses with supply requests, restocking, and preparation for upcoming shifts.
• Coordinate with the Houston office regarding Austin inventory needs and replenishment until Austin's independent supply delivery process is established.
• Maintain clear communication with nurses, management, and other team members through Microsoft Teams.
• Help ensure nurses are prepared with the necessary supplies and operational information before heading into the field.

4. Inventory Management & Supply Control

This is a hands-on responsibility requiring organization, accuracy, consistency, and accountability.

• Track inventory of IV supplies, products, and medication vials, including recording and monitoring lot numbers.
• Monitor expiration dates and ensure products approaching expiration are identified and addressed appropriately.
• Follow FIFO (First In, First Out) inventory procedures to ensure older inventory is used before newer stock.
• Maintain organized inventory storage areas and continuously keep the office orderly.
• Count and reconcile office inventory daily using established Excel spreadsheets.
• Record nurse supply pickups and maintain accurate inventory deductions.
• Monitor established PAR levels and identify items requiring replenishment before supplies run low.
• Resupply Austin nurses appropriately based on their needs, established supply guidelines, and inventory tracking spreadsheets.
• Prepare new nurse supply kits and initial inventory packages for nurses joining Luxe.
• Communicate inventory shortages, discrepancies, expiration concerns, and replenishment needs to management.
• Coordinate with the Houston office for Austin restocking needs until a direct delivery process is established.

Accuracy matters: Inventory must be tracked consistently. We need someone who understands that an item leaving the office, a vial reaching its expiration date, or a supply level falling below PAR must be recorded and addressed—not simply noticed.

5. Office Organization & Daily Upkeep

• Maintain a clean, organized, and professional Austin office environment.
• Continuously organize supply storage, work areas, inventory shelves, and common spaces.
• Perform light housekeeping, including wiping down office surfaces, vacuuming floors, and maintaining general office cleanliness.
• Unpack deliveries, verify incoming supplies, and place inventory in the appropriate storage locations.
• Keep supplies accessible, properly organized, and easy for nurses and team members to locate.
• Take ownership of the overall readiness and organization of the Austin office.

6. Systems, Documentation & Administrative Support

• Use Microsoft Excel to maintain daily inventory counts, nurse supply pickups, PAR levels, and replenishment tracking.
• Use Microsoft Teams for communication with nurses, management, and other office personnel.
• Maintain accurate appointment details, nurse assignments, client information, inventory records, and operational updates.
• Manage multiple systems, calls, messages, bookings, and inventory tasks without losing important details.
• Follow established workflows and communicate process issues or opportunities for improvement.
• Maintain accurate records and provide clear updates during daily operations and shift handoffs.

Who We're Looking For

We want someone who combines strong administrative discipline with the confidence to manage live conversations, make practical scheduling decisions, and take ownership of inventory and office operations.

Relevant backgrounds include:

• Healthcare or medical office coordinators.
• Surgical and medical schedulers.
• Dispatchers and field service coordinators.
• Logistics and inventory coordinators.
• Medical supply or pharmacy inventory assistants.
• Office coordinators with responsibility for ordering, stocking, and supply management.
• Home health and mobile healthcare operations personnel.
• High-volume booking specialists with strong customer service and organizational skills.

You do not need previous mobile IV experience. We provide training on our services, inventory procedures, and internal systems.

Required Qualifications

• At least 2–3 years of relevant experience in scheduling, dispatch, healthcare coordination, inventory management, logistics, or office operations.
• Strong verbal communication and professional phone presence.
• Demonstrated comfort handling incoming and outbound calls.
• Strong organizational skills and attention to detail.
• Proficiency with Microsoft Excel, including data entry, spreadsheets, and inventory tracking.
• Ability to accurately count, record, organize, and reconcile inventory.
• Ability to follow established inventory procedures, including FIFO and PAR levels.
• Comfortable using Microsoft Teams and learning new software systems.
• Ability to manage multiple responsibilities and shift priorities throughout the day.
• Reliable follow-through, punctuality, and accountability.
• Willingness to perform hands-on office organization, light housekeeping, and supply preparation.
• Ability to lift and move supply boxes weighing up to 40 pounds when needed.
• Ability to commute reliably to the Austin office Monday through Friday.

Preferred: Bilingual English/Spanish.

What Success Looks Like

• Appointments are accurately scheduled and nurses are efficiently coordinated.
• Incoming calls, booking inquiries, and client follow-ups are handled promptly and professionally.
• Nurses have the correct supplies prepared and available for their appointments.
• Daily inventory counts and nurse supply pickups are accurately recorded.
• Lot numbers and expiration dates are properly monitored.
• FIFO and PAR levels are consistently followed.
• Inventory shortages are identified before they affect operations.
• The office remains clean, organized, and operationally ready.
• Communication with Houston and Austin leadership is proactive and reliable.

Compensation & Benefits

• 17.00–23.00 per hour, depending on experience and demonstrated capability.
• Paid training.
• Employee referral bonuses.
• Employee discount programs.
• Opportunities to grow with an expanding, multi-market healthcare company.

Mandatory Initial Training – Houston Headquarters

• Successful candidates must be available to complete one full week of mandatory, in-person training at our Houston headquarters prior to transitioning into the Austin office role.
• Luxe Mobile IV will coordinate and cover the necessary travel accommodations for this training, including lodging and applicable travel arrangements.
• Candidates must be willing and able to travel to Houston for this required initial training week as a condition of employment.

Schedule & Work Location

• Monday–Friday.
• Full-time, in-office position.
• Austin, Texas office.

This position requires consistent on-site attendance to support daily scheduling, nurse coordination, inventory management, and office operations.

Pay: $17.00 - $23.00 per hour

Benefits:

• Employee discount
• Paid time off
• Referral program

Application Question(s):

• Which best describes your relevant experience? Healthcare scheduling, dispatch, logistics, inventory management, medical supply management, office coordination, customer service, or other?
• How many years of experience do you have managing inventory, stocking supplies, or maintaining inventory records?

• Have you used Excel to track inventory, supply levels, or daily counts? Please describe your experience.
• Are you familiar with FIFO (First In, First Out) inventory procedures or PAR levels?
• This position requires frequent incoming and outbound calls. Are you comfortable handling phone communication throughout your shift?
• Are you comfortable with hands-on duties such as unpacking deliveries, organizing supplies, preparing nurse supply kits, wiping down surfaces, and vacuuming?
• Are you available to work Monday–Friday in person at our Austin office?

Work Location: In person