Dental Office Coordinator

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

Benefits:

Medical, PTO

Compensation:

• $35/hour