Job Description

Overview:

The Assistant Office Manager plays a critical role in supporting the day-to-day administrative and operational functions of the dental practice. This role enables the Office Manager or Area Manager to focus on high-level strategic goals by ensuring smooth, efficient operations and team alignment at the office level. While this position does not oversee direct reports, it requires strong leadership through influence, excellent communication skills, and a high degree of professionalism.

Key Responsibilities:

Operational & Administrative Support

• Monitor and manage the daily schedule, ensuring accurate appointments, patient flow, and timely seating.
• Assist with room turnover and instrument sterilization as needed.
• Coordinate and track lab cases in the Practice Management System (PMS).
• Order office and administrative supplies and assist in reviewing clinical supply invoices for accuracy and approval.
• Perform local errands such as bank deposits, as directed by the Office/Area Manager.
• Manage incoming mail checks: review for accuracy, scan, and assist in posting per management discretion.

Front Desk & Financial Support

• Support the Front Desk team with training on PMS software, check-out processes, daily close-outs, and financial plans.
• Oversee accurate and balanced daily close-outs.
• Serve as a resource for pricing and promotions (e.g., $99 specials, implant offers).
• Provide back-up support for insurance verification, including walk-ins and PTO coverage.

Clinical & Patient Support

• Help coordinate hygiene exams to ensure efficient doctor-patient scheduling.
• Assist clinical staff with treatment plan creation, edits, and correct PMS usage.
• Address minor patient concerns and help resolve them to maintain satisfaction.
• Communicate delays clearly to the Front Desk and patients to manage expectations.
• Support staff with insurance, billing, and account balance questions.

Leadership & Culture

• Act as a liaison between clinical and administrative teams, promoting cohesive operations.
• Uphold confidentiality, professionalism, and discretion in all matters.
• Maintain alignment with the Office/Area Manager’s decisions and escalate issues in a timely and appropriate manner.
• Set a positive tone within the office and help foster a collaborative, respectful, and solution-focused culture.

This role offers a strong career growth opportunity and is ideal for individuals with a passion for team support, operational excellence, and leadership development.

Requirements

Demonstrated experience in dental office operations or administrative support strongly preferred.

Strong organizational skills and attention to detail.

Proficiency in practice management software

Ability to lead through influence and collaborate effectively with all departments.

Reliable, adaptable, and capable of handling multiple tasks under pressure.

Excellent verbal and written communication skills.

Tech-savvy with the ability to learn and teach systems quickly.

Committed to patient satisfaction and operational excellence.

Benefits

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

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