Administrative Coordinator

The Administrative Coordinator is there to facilitate smooth protocols within our dental laboratory and coordinates all incoming calls, cases and Dental office calls. This position ensures smooth experiences for all of our clients, and provides support to the company by managing the cases in an efficient manner. Bi-lingual is a plus!

A successful Administrative Coordinator has a dental background, pays attention to details, and is organized, also has the ability to prioritize and allocate tasks efficiently, is flexible and enjoys handling a wide range of tasks. This person is also not afraid to ask questions if direction is not clear or understood, must be open to learning every day.

Responsibilities and Duties:

• Answer phones, take messages, schedule pick-ups and deliveries
• Understand and oversee the processing of all incoming cases, and outgoing cases (help, if needed)
• Oversee Shipping and Receiving Depts
• Communicate, or negotiate and facilitate due dates/times with doctors’ office staff
• Greet customers and vendors
• Understand and oversee the process of Invoicing outgoing cases
• Perform month end invoicing in a timely manner
• Inform and educate doctor’s offices of products, prices, time needed
• Understand and oversee the process of Managing cases on “Hold"
• Oversee the process of Managing cases going to subcontractors
• Manage delivery driver’s day to day scheduling and deliveries
• Manage E-mail daily
• Communicate with all clients and personnel
• Point of Contact for clients and personnel
• Point of Contact for the more difficult phone calls/Dr communications.
• If needed, communicates with doctors and/or staff to ensure all required information/photos/documents are obtained.
• Enter detailed data provided from doctors and/or staff during verbal/written communication into the database.
• Maintain a safe and secure working environment.

Qualifications:

• High school diploma or equivalent.
• Proven experience in administrative or management role.
• Knowledge of human resources practices.
• Proficient in Microsoft Office/Outlook/Excel
• Ability to read cursive writing.
• Accurate touch-typing skills.
• Excellent time management skills and ability to multitask in a fast-paced work environment.
• Excellent interpersonal and problem-solving skills.
• Excellent communication skills.
• Excellent Leadership skills
• Bilingual a PLUS.

This job description in no way states or implies that these are the only duties to be performed by this employee. He or she will be required to follow any other instructions and to perform any other duties requested by his or her supervisor.