Assistant Manager/ Office Coordinator

Assistant Manager/ Office Coordinator

Job Description

All In One Benso Family Dental is seeking a highly organized, detail-driven Office Coordinator who will also serve as the Assistant Manager for our practice. This full-time, on-site position plays a vital role in supporting daily office operations, coordinating administrative functions, and enhancing communication across the practice.

Although this is not an Office Manager role, the Office Coordinator will work in close collaboration with the Office Manager to support office efficiency, uphold practice standards, and maintain a smooth, structured workflow for both patients and staff. The Assistant Manager portion of the role supports leadership and team coordination but is secondary to the broader administrative and operational responsibilities of the Office Coordinator.

This position is ideal for someone who thrives on organization, communication, multitasking, and proactive problem-solving while creating a welcoming and efficient office environment.

Duties and Responsibilities

⭐Office Coordination & Administrative Management (Primary Focus)

• Daily Office Operations: Coordinate and maintain the overall flow of the administrative side of the practice, ensuring smooth operations across scheduling, patient communication, and front office tasks.
• Cross-Department Coordination: Serve as the communication bridge between front office, clinical team, hygienists, and the Office Manager to ensure alignment and efficiency in daily workflow.
• Documentation & Compliance: Oversee document organization, patient forms, records accuracy, HIPAA compliance, and administrative reporting.
• Inventory & Supply Oversight: Monitor and coordinate ordering of office supplies, administrative tools, forms, and front-office materials; assist in maintaining vendor relationships.
• Office Systems & Technology: Support the setup, updates, and functional use of dental software (e.g., Dentrix) and office equipment; troubleshoot minor operational issues.
• Reporting & Data Tracking: Assist the Office Manager by generating daily/weekly office performance reports, tracking KPIs such as scheduling efficiency, collections, new patient metrics, and unscheduled treatment.
• Operational Support: Participate in planning office initiatives, workflow improvements, staff communications, and other administrative enhancements that improve practice operations.

⭐Patient Coordination & Financial Administration

• Payment Collection: Handle all patient financial transactions with accuracy, including payments, balances, statements, and processing adjustments.
• Insurance & Billing Coordination: Support insurance verification, claims submission, payment posting, account reconciliation, and patient billing questions.
• Treatment Coordination: Present treatment plans, review financial options with patients, and ensure clear communication between clinical and administrative teams.
• Scheduling Management: Maintain a well-organized provider schedule, optimize patient flow, and support efforts to reduce gaps and cancellations.

⭐Assistant Manager (Secondary Focus)

• Team Support & Oversight: Provide guidance and direction to front office staff, helping them prioritize tasks and follow established procedures.
• Training & Onboarding: Train new hires and support ongoing development of front office team members on office protocols, software, and patient service standards.
• Work Environment Leadership: Help promote a positive, team-oriented culture, reinforcing effective communication and professionalism throughout the front office.
• Problem-Solving: Address patient or staff concerns proactively; help resolve scheduling conflicts, communication gaps, and workflow challenges.

Requirements

• Minimum 3 years of experience in a dental front office, with at least 1 year of leadership, coordination, or supervisory duties .
• Strong knowledge of dental processes, insurance billing, patient accounts, and treatment coordination.
• Exceptional organizational, communication, and multitasking abilities.
• Proficiency in Dentrix dental management software.
• Ability to manage administrative systems, maintain structure, and support office-wide operations.
• Professional, reliable, positive, and team-focused demeanor.

Benefits

• Health, dental, and vision coverage
• 401(k)
• Paid holidays and paid time off
• Training and professional development opportunities
• Supportive and collaborative work environment

Job Type: Full-time Expected Hours: 40 per week Schedule: Monday to Friday