Dental Office Coordinator

About the Role

Aesthetic Digital Solutions, a dental laboratory based in Watchung, NJ, isseekinga 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 booksaccurate, 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 andmaintainaccuratebooks in Quick Books
• 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 account son a monthly basis
• Categorize expenses andmaintainthe general ledger
• Assist with payroll processing and relatedrecordkeeping
• 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 Quick Books 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 Quick Books
• 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>