Dental Lab Office Administrator – Florida

Full-Time | Monday–Friday, 8:00 AM – 5:00 PM | $55,000–$65,000

A growing dental laboratory in Florida is seeking a highly organized Dental Lab Office Administrator to manage front-office operations, client communication, and daily case intake. This role is the central coordination point for digital and analog case flow and requires strong customer service skills, dental terminology knowledge, and the ability to multitask in a fast-paced, multi-department environment.

Start Date: January 2026

Work Method: On-site

Schedule: 40 hrs/week

Key Responsibilities

Client & Office Communication

• Serve as the first point of contact for dentists, surgeons, and office coordinators.
• Handle phone calls, emails, and case-related inquiries professionally and promptly.
• Support onboarding for new accounts (pricing, forms, documentation).
• Provide updates on case status, scheduling, shipping, and required records.

Case Intake & Data Entry

• Manage daily intake of IOS scans, courier deliveries, UPS/FedEx shipments.
• Review all incoming cases for completeness and accuracy.
• Enter case details into lab management software, label and route to the correct department.
• Follow up with offices for missing prescriptions, shade info, implant data, or digital files.

Digital (IOS) & Analog Case Management

• Pull digital scans from all scanner portals (iTero, Trios, Medit, Dexis, CS, etc.).
• Review scan details, case type, materials, and implant components.
• Inspect physical impressions/models; sanitize, organize, and route correctly.

Scheduling & Coordination

• Schedule virtual case review meetings, surgical conversion appointments, and photogrammetry (PIC) scans.
• Maintain the lab calendar and follow up on missing documentation.

Packaging, Shipping & Deliveries

• Prepare delivery bags for local routes.
• Package and process UPS/FedEx shipments and inter-lab transfers.
• Maintain organized shipping materials and verify case completeness before shipment.

Administrative Support (AP/AR)

• Assist with pre-invoicing, statements, posting payments, and reconciling packing slips.
• Help resolve billing discrepancies and support account inquiries.

Cross-Department Collaboration

• Communicate clearly with Model Production, Digital Support, CAD/CAM, Ceramics, QC, and Operations.
• Escalate urgent or unclear cases when needed.

Qualifications

• Minimum 2 years of experience in a dental laboratory or dental office (required).
• Strong knowledge of dental terminology, case components, and lab/clinical workflows.
• Experience with digital workflows (IOS portals, digital case intake, 3D models) preferred.
• Skilled in scheduling, case coordination, and client communication.
• Detail-oriented, organized, and comfortable in a fast-paced environment.
• Proficient with Google Workspace, Microsoft Office, and digital file management; experience with Evolutions or similar software preferred.
• High school diploma required; dental assisting/admin coursework or related education preferred.
• Ability to uphold HIPAA, OSHA, and infection-control standards.

Salary & Classification

• $55,000 – $65,000 annually, based on experience and market range.
• Full-time, non-exempt, on-site role.

Full benefits: medical, dental, vision, 401(k) match, paid holidays, PTO, no weekends,

As skills develop, advancement options may include:

• Senior Office Administrator
• Office Manager
• Administrative Operations Manager
• Client Services Manager