Dental Lab Administrative Assistant

About the Role

We are seeking a reliable, organized, and detail-oriented Dental Lab Administrative Assistant / Case

Coordinator to support the Dental Lab Manager with daily administrative, operational, and data entry

responsibilities. This role is ideal for someone who is dependable, comfortable working with software

systems, and able to help keep dental cases, billing information, and customer communication organized

and moving efficiently.

The position will involve a mix of office administration, case tracking, customer follow-up, packing and

shipping support, and outbound collection calls to dental offices.

Key Responsibilities

Case Administration & Data Entry

 Enter new dental cases into the lab management software system accurately and timely.

 Update case details, due dates, doctor preferences, notes, and status changes.

 Review incoming prescriptions, invoices, and case paperwork for completeness.

 Maintain organized digital and physical case records.

 Assist with tracking case progress and communicating updates to the Dental Lab Manager.

Packing, Shipping & Case Support

 Assist with packing completed dental cases for delivery or shipment.

 Match finished cases with invoices, prescriptions, and supporting documentation.

 Help ensure cases are labeled, organized, and sent to the correct dental office.

 Coordinate pickups, deliveries, and outgoing shipments as needed.

 Help maintain shipping supplies and office inventory.

Customer Service & Office Communication

 Answer phone calls and assist dental offices with basic case questions.

 Route technical or complex questions to the Dental Lab Manager or appropriate technician.

 Communicate professionally with dentists, office managers, and staff.

 Follow up with offices regarding missing information, case clarifications, or delivery details.

Billing & Collections Support

 Assist with invoice preparation, review, and basic account updates.

 Make polite outbound collection calls to dental offices regarding past-due balances.

 Send payment reminders by phone or email as directed.

 Track collection call notes and payment status in the software system.

 Escalate unresolved billing issues to the Dental Lab Manager or ownership.

General Administrative Support

 Support the Dental Lab Manager with daily task organization and follow-up.

 Maintain clean and organized office, case intake, and packing areas.

 Assist with filing, scanning, copying, and document management.

 Help identify administrative process improvements to improve lab efficiency.

Qualifications

 Prior administrative, office assistant, dental office, or customer service experience preferred.

 Dental lab or dental office experience is a plus, but not required.

 Strong attention to detail and accuracy with data entry.

 Comfortable using computers, email, spreadsheets, and business software systems.

 Professional phone etiquette and ability to make courteous collection calls.

 Organized, dependable, and able to manage multiple tasks throughout the day.

 Ability to follow instructions and work under the direction of the Dental Lab Manager.

 Positive attitude and willingness to help wherever needed.

Ideal Candidate

 The ideal candidate is organized, trustworthy, and comfortable being the right hand to the Dental Lab

Manager.

 This person should be able to keep cases and information organized, follow up with dental offices

professionally, and help the lab run smoothly day to day.

• $25/hour