Maintenance Coordination at Diligent Robotics in Austin, TX

Moxi robots run around the clock in hospitals across the country, and keeping them in service depends on two things happening on time: the right maintenance getting scheduled, and the right parts being in the right place when it does. This role is critical to completing both at HQ.

You will spend roughly half your week at the planning desk, building and maintaining the preventive maintenance schedule across the fleet, scoping work orders, and closing them out when field technicians finish. The other half is in the spares depot: receiving vendor shipments, keeping inventory accurate in our systems, building and shipping kits to sites and field techs, and processing failed parts that come back for repair or return.

Responsibilities

Maintenance planning (~50%)

• Maintain the preventive maintenance schedule by robot and site; generate PM work orders on cadence and adjust when field availability or site access changes.
• Scope each work order: steps, estimated labor, required parts, tools, and any site-specific access notes.
• Build the parts and tool list for every scheduled job and confirm availability before the job is released.
• Track open, in-progress, and overdue work orders; flag jobs at risk of slipping to the Tech Ops lead.
• Keep work-order templates, part numbers, and BOMs current as hardware revisions roll out.

Materials and inventory (~50%)

• Receive, inspect, and put away incoming parts and consumables; reconcile against purchase orders.
• Maintain accurate on-hand counts in the inventory system; run scheduled cycle counts and investigate variances.
• Set and maintain min/max levels for stocked spares with the Tech Ops lead; raise reorder requests before stockouts.
• Kit parts and tools for scheduled work and ship to sites or field technicians with tracking and documentation.
• Process returns: log failed parts, initiate vendor RMAs, route units to repair or scrap, and update inventory.
• Keep the depot organized, labeled, and safe; maintain ESD and handling practices for electronic assemblies.
• Flag slow-moving and obsolete stock for review.

Shared responsibilities

• Coordinate daily with field technicians on what they need and when.
• Other duties as assigned by the Tech Ops Manager.

Qualifications

• 2+ years in a storeroom, parts crib, warehouse, inventory control, or maintenance support role.
• Hands-on experience with an inventory or work-order system (CMMS, ERP, or WMS): creating records, issuing parts, closing transactions.
• Enough mechanical and electrical literacy to read a bill of materials, identify components, and talk through a job with a technician.
• Strong attention to detail and a habit of keeping records accurate without being asked.
• Comfortable with spreadsheets (sorting, filtering, basic formulas) and written communication over email and Slack.
• Able to lift up to 50 lb, stand and walk for extended periods, and handle packaged robot subassemblies safely.
• Authorized to work in the United States; able to work on-site at HQ five days a week.

What Makes You Stand Out

• Exposure to maintenance planning or scheduling, or a desire to grow into it.
• Experience shipping and receiving with carriers (UPS, FedEx, freight) and handling RMAs with vendors.
• Experience in robotics, medical devices, industrial equipment, or another field-serviced hardware fleet.
• Associate degree or technical certificate in a related field.