Dental Supply Coordinator

Position Overview

Dental Health Associates is seeking a highly organized and dependable Dental Supply Room Clerk to support our Downtown and South Clinics. This position plays a vital role in ensuring our clinical teams have the supplies, equipment, and resources they need to provide exceptional patient care. This is an in house position, not remote.

The Dental Supply Coordinator is responsible for purchasing, receiving, organizing, and maintaining inventory of dental, office, and facility supplies while coordinating equipment maintenance and repairs. The ideal candidate is detail-oriented, proactive, and enjoys working in a fast-paced healthcare environment where no two days are the same.

• Procure and maintain inventory of dental supplies, office supplies, janitorial
• Monitor inventory levels and replenish stock to ensure clinics remain fully supplied.
• Evaluate inventory usage and recommend improvements to ordering and inventory control processes.

• Prepare and process purchase orders.
• Receive, inspect, and verify shipments against packing slips, purchase orders, and invoices.
• Ensure accurate coding and documentation of purchases and receivers.
• Resolve discrepancies with vendors regarding damaged, incorrect, or missing items.
• Track orders, returns, backorders, promotional items, and free goods until completion.

• Coordinate equipment maintenance and repair requests.
• Maintain organized storage areas and stockrooms that meet safety and operational standards.

• Prepare routine administrative documents including purchase orders, emails, inventory reports, and repair requests.
• Maintain accurate inventory and purchasing records.
• Support clinic events by assisting with supply preparation and event setup as needed.
• Build and maintain positive working relationships with internal team members.
• Perform other duties as assigned to support clinic operations.

• High school diploma or equivalent required.
• Previous experience in purchasing, inventory management, supply coordination, or healthcare operations preferred.
• Experience in a dental or medical office is highly desirable.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with computers and Microsoft Office applications; experience with inventory management software is a plus, including Sage.
• Excellent communication and customer service skills.
• Ability to prioritize multiple tasks and work independently with minimal supervision.
• Valid driver's license and reliable transportation to travel between the Downtown and South Clinics.

• Work is performed primarily in a dental clinic and office environment.
• Frequent movement throughout both clinic locations, including stockrooms and clinical areas.
• Regular standing, walking, bending, reaching, stooping, and lifting of supplies and equipment (up to approximately 50 pounds).
• Frequent use of computers, office equipment, and inventory management systems.
• Daily interaction with clinical staff, vendors, and delivery personnel.
• Travel between the Downtown and South Clinics is required.

For more than 55 years, DHA has served the Madison community with high-quality dental care. Our recognition as Madison's Favorite Place to Work and Best Dental Practice reflects the culture we've built: professional, collaborative, and committed to both patients and staff. Unlike DSOs, DHA is doctor-owned and focused on people, not investors. That means a more stable work environment, predictable schedules, and a team that values your expertise.

At Dental Health Associates (DHA), we are passionate about delivering exceptional dental care and creating a fulfilling, growth-oriented workplace. As a doctor-owned dental practice with seven clinics in the Madison area, we offer a unique opportunity to develop your career while collaborating with experienced dentists and leadership teams. Our supportive culture values professional growth, personal development, and team collaboration.

Dental Health Associates, we're committed to helping…