Office Administrator – Dental Laboratory

Pay: $20.00 – $25.00 per hour (DOE)
Job Type: Full-Time
Schedule: Monday – Friday

About the Opportunity

A growing dental laboratory is seeking a highly organized, customer-focused, and detail-oriented Office Administrator to support daily laboratory operations. This position plays a critical role in ensuring exceptional client service, efficient case management, accurate administrative processes, and smooth coordination between technicians, drivers, clients, and management.

The ideal candidate will have dental industry experience, strong administrative skills, excellent communication abilities, and the ability to thrive in a fast-paced environment.

Key Responsibilities

Client Service & Case Management

• Answer incoming calls professionally and provide exceptional customer service.
• Resolve client concerns and answer questions via phone, email, and in person.
• Maintain positive relationships with dental offices and clients.
• Enter and process laboratory cases accurately and efficiently, including digital scans.
• Research and resolve case-related issues while documenting communications appropriately.
• Ensure all outgoing cases are quality checked for accuracy, including case numbers, products, and shades.

Laboratory Operations

• Coordinate daily workflow between laboratory technicians and drivers.
• Oversee incoming and outgoing case shipments.
• Prepare cases for shipment and maintain organized shipping processes.
• Assist with opening and closing laboratory procedures.
• Handle urgent situations by following established company protocols.
• Conduct daily huddles, team meetings, and staff training sessions.
• Maintain laboratory organization and operational efficiency.

Inventory & Purchasing

• Monitor laboratory inventory levels and supplies.
• Coordinate purchasing activities to ensure adequate stock levels.
• Help minimize product waste and inventory loss.
• Work with accounting and support departments regarding purchasing needs.

Administrative & Financial Duties

• Complete monthly reports and operational tracking.
• Assist with payroll administration, timecard approvals, PTO requests, and driver mileage reporting.
• Review key performance indicators and operational reports.
• Support collections efforts and client account management.
• Maintain accurate records and documentation.

Compliance & Safety

• Follow all HIPAA, OSHA, infection control, and company policies.
• Maintain confidentiality of patient, client, and employee information.
• Ensure compliance with all regulatory requirements.
• Properly handle and dispose of confidential documentation.

Team Support

• Train and support team members as needed.
• Foster a positive, professional workplace culture.
• Collaborate with management to improve operational performance.
• Assist with special projects and additional duties as assigned.

Qualifications

Required

• High School Diploma or GED.
• Minimum 2 years of dental industry experience.
• Strong customer service and communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook).
• Experience with online ordering systems, email platforms, and laboratory management software.
• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to maintain confidentiality and professionalism.

Preferred

• Associate's or Bachelor's Degree in Business, Healthcare Administration, Marketing, or related field.
• Previous dental laboratory experience.
• Experience with payroll, inventory management, and client relations.

Success Factors

• Excellent follow-through and problem-solving skills.
• Strong telephone etiquette and professional communication.
• Self-motivated and able to work independently.
• Reliable, dependable, and punctual.
• Customer-service focused mindset.
• Strong organizational and time-management abilities.

Physical Requirements

• Ability to stand, walk, sit, and perform administrative duties throughout the day.
• Ability to lift and move up to 40 pounds occasionally.
• Ability to work in a fast-paced environment with multiple priorities and interruptions.

Benefits

• Competitive Pay Based on Experience
• Medical, Dental & Vision Insurance
• Paid Time Off
• Paid Holidays
• 401(k) Retirement Plan
• Career Growth Opportunities
• Supportive Team Environment
• Employee Recognition Programs

Equal Opportunity Employer

We are committed to creating an inclusive workplace and welcome applicants from diverse backgrounds. Qualified candidates will be considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected classification.