AddressJOB SUMMARY:
The role of Office Administrator at Premium Dental Lab is ensuring smooth functioning of day-to-day operations, supporting the Dental Technicians & management team, and cultivating a positive working environment. It encompasses a wide range of general administrative duties, managing reception tasks (such as scheduling appointments, handling payments, responding to customer inquiries), customer communication – inbound & outbound, data entry, generating basic reports, liaising with Dental Technicians for case related planning/ tracking, ordering stock, settlement of accounts, packing and labeling cases, organizing delivery with our logistics partners, and any other routine office administrative tasks as required.
At Premium Dental Lab, one of our core values is fostering strong and positive relationships with our clients including our staff, suppliers & service providers.
Office Administrators serve as the primary point of contact for our clients, making them key drivers in building, maintaining, and continually improving our service standards to deliver on our commitment of providing exceptional customer experience.
MAIN DUTIES/RESPONSIBILITIES:
- Work collaboratively within the administrative team to coordinate and carry out all office tasks including data entry, reception, administration, communications, mail, couriers, greeting clients, filing, packing and shipping goods, organizing deliveries
- Provide high level, empathetic and positive communication with clients, and be a liaison between clients and technicians to ensure efficient flow of information
- Document all communications within the lab management software
- Provide administrative and/or support services, including general reporting, taking and/or receipting of client payments, generating and checking invoices, generating statements, and processing accounts for the business unit to facilitate objectives and enable smooth functioning of business operations
- Manage and maintain relevant information, accounts and/or customer records management systems to ensure the systems are accurate and up to date
- Maintain a clean and safe workspace, and abide by workplace health and safety procedures
- High attention to detail data entry
- Answer incoming phone calls & making outbound calls to customers, suppliers & other service providers
- Work in an organized and efficient manner and manage time effectively to ensure operational timelines are met
- Prioritize tasks proactively, to ensure that the most time sensitive or important tasks are completed on time. This includes handling competing priorities to adapt to fluctuating workloads and changing priorities
- Work collaboratively with other members of the team to get tasks completed on time
- Work together with other members of the team to establish a strong culture of positive attitudes and communication with clients
- Set up new client accounts and update client information as needed
- Accurately count, record & order supplies and follow up on back orders
- Identify and assess customers’ needs and work efficiently and with a positive attitude to effectively take care of their needs in a timely manner
- Build sustainable relationships and trust with customer accounts through open, honest, timely and positive communication
- Work hard with other members of both the administrative team and the technician teams to rectify any client concerns or issue as quickly and as effectively as possible, maintaining communication with the clients throughout
- Provide accurate, valid and complete information by using the right methods/tools
- Handle customer complaints, provide appropriate solutions and alternatives within the time limits; follow up to ensure resolution
- Keep records of customer interactions, process customer accounts and file documents
- Go the extra mile to engage customers in a positive way and to ensure their professional needs are met to the best of our ability
SKILLS & EXPERIENCE
Qualifications:
- Experience within a similar role or in Dental Industry
- Desirable Cert IV or higher in Business / Front Line Management or equivalent
Experience:
- Preferred, 1 year experience in a similar role or industry
Skills:
- Intermediate Microsoft Office skills (Word, Excel, PowerPoint and Outlook)
- Excellent verbal and written communication skills
- Highly organized and detail oriented
- Customer focused & solutions driven
- Problem solving skills and ability to multi-task, prioritize and meet deadlines
- Ability to work in agile & dynamic environment
- Punctual, self-motivated, positive and willing to learn
- Capable of working in a team or independently
- Able to maintain strict confidentiality and uphold the integrity of the company
- Empathetic demeanor with good conflict resolution & negotiation skills
- Strong interpersonal skills and an ability to forge positive relationships
- Good computer literacy and data entry skills
