Operations Coordinator

About the Role
We are seeking a detail-oriented and proactive FULL TIME Operations Coordinator to support the day-to-day operations of our busy dental laboratory 7:30 am - 5 pm PST . This role is essential in ensuring smooth workflow across departments, accurate case tracking, timely communication with clients, and efficient management of inventory and logistics.

Key Responsibilities
Case Management & Tracking
Oversee the movement of cases across all lab departments (e.g., setup, QC, finishing).
Maintain accurate records of case statuses in our case management systems (e.g., RXn3D, Notion).
Verify scans, files, and approvals before production.
Coordinate with drivers for pickups and deliveries, including confirming cut-off times.

Client Communication
Serve as the point of contact for offices and doctors regarding case updates, billing questions, appointment making and confirmation, travel arrangement, and delivery schedule adjustments.
Communicate professionally by phone, email, and WhatsApp.
Provide bilingual support with the help of AI (English and Spanish) when needed. Candidate does not have to speak Spanish.

Billing & Payment Coordination
Follow up on statements, past-due balances, and payment confirmations.
Document billing adjustments and maintain organized records.

Inventory Management
Track lab supplies, orders, and usage.
Coordinate with suppliers for replenishment and resolve delivery issues.
Maintain accurate records of incoming and outgoing inventory.


Administrative Support
Prepare reports and summaries for management.
Assist with onboarding new offices and technicians.
Document process changes and ensure compliance with lab procedures.

Skills & Qualifications
Experience in a dental lab, dental office, or similar operations/administrative role
Strong organizational and multitasking skills
Excellent communication skills, both written and verbal
Comfort with technology (case management systems, email, spreadsheets)
Fluent in English and Spanish (preferred but not required)
Professional, proactive, and solutions-oriented mindset

How to Apply
If you’re interested, please send:
Your CV (resume)
Send a link to loom video introducing yourself
to this email
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