Dental Office Coordinator

Job Description

Job Description

About the Role 

Aesthetic Digital Solutions, a dental laboratory based in Watchung, NJ, is seeking a detail-oriented and organized Office Administrator & Bookkeeper to support the day-to-day financial and administrative operations of the lab. This is a hands-on role for someone who can wear multiple hats — keeping the books accurate, the office running smoothly, and serving as a key point of contact for the dental practices we work with. 

Key Responsibilities 

Bookkeeping & Accounting 

• Record daily financial transactions and maintain accurate books in QuickBooks 
• Manage accounts payable — enter vendor bills and schedule and process payments 
• Manage accounts receivable — generate invoices, post payments, and follow up on outstanding balances 
• Reconcile bank and credit card accounts on a monthly basis 
• Categorize expenses and maintain the general ledger 
• Assist with payroll processing and related recordkeeping 
• Prepare financial reports (profit & loss, A/R aging, etc.) for ownership 
• Organize and prepare documentation for the outside accountant at tax time and year-end 
• Maintain vendor information and 1099 records 

Office Administration 

• Answer and direct incoming phone calls and handle general correspondence 
• Maintain organized physical and digital filing systems 
• Order and manage office and lab supplies and inventory 
• Handle incoming and outgoing mail, shipping, and receiving 
• Schedule meetings and appointments as needed 
• Provide general clerical and administrative support to ownership and staff 

Data Entry & Recordkeeping 

• Enter case and order information accurately into the lab management system (Seazona) 
• Maintain up-to-date client and vendor records 
• Input invoices, transactions, and other data into QuickBooks and supporting spreadsheets 
• Ensure data accuracy and consistency across systems 

Dental Practice Coordination 

• Serve as a primary point of contact for the dental offices we partner with 
• Receive, log, and track incoming cases and their due dates 
• Coordinate case scheduling, pickups, and deliveries 
• Communicate case status and timelines with dental practices 
• Respond to client billing and case-related inquiries and resolve issues promptly

Qualifications Required 

• 2+ years of bookkeeping and/or office administration experience 
• Proficiency with QuickBooks 
• Strong working knowledge of Microsoft Office, especially Excel and Word 
• Excellent attention to detail and a high degree of accuracy 
• Strong organizational and time-management skills, with the ability to juggle multiple priorities 
• Professional written and verbal communication skills 
• Reliable, self-directed, and able to maintain confidentiality 

Preferred 

• Associate’s degree or coursework in accounting, business, or a related field 
• Prior experience in a dental, medical, or laboratory setting 
• Familiarity with dental lab management software (LabNext a plus) 

Position Details 

• Employment type: Full-time
• Schedule: Monday–Friday, 8:30 AM–4:30 PM
• Compensation: $ 35
• Location: On-site — 688 Somerset St, Watchung, NJ 

Skills:

• Billing

Benefits:

• Medical
• PTO

Compensation:

• $35/hour