Dental Administrative Assistant / Case Coordinator

Implant Genius – Burnaby, BC

Full-Time | On-Site

Compensation: $22–$28 per hour, based on experience and qualifications

Please apply only if you have prior dental experience and a working knowledge of dental terminology, tooth numbering, dental anatomy, and common dental workflows.

About Implant Genius

Implant Genius is a growing dental technology company focused on digital dentistry, implant prosthetics, dentures, full-arch restorations, and advanced digital treatment workflows.

We work closely with dentists, prosthodontists, dental laboratories, and clinical teams across Canada and the United States, combining dental expertise, digital technology, and efficient case-management systems to support predictable clinical outcomes.

We are looking for a highly organized, detail-oriented, and dependable Dental Administrative Assistant / Case Coordinator to support our daily administrative, client-service, financial, case-management, shipping, and laboratory operations.

This is primarily an administrative and case-coordination position within a dental technology environment, with some hands-on support for laboratory workflow, quality assurance, and case preparation.

The successful candidate must be comfortable communicating with dental professionals, reviewing detailed case information, managing multiple priorities, working with invoices and financial records, and ensuring cases are complete and accurate throughout the production process.

Key ResponsibilitiesDental Case Coordination

- Receive, review, and organize incoming dental cases before they are released into production.
- Verify that all required information has been received, including prescriptions, intraoral scans, STL files, photographs, treatment information, implant information, and doctor instructions.
- Identify missing, incomplete, or inconsistent information and follow up with dental offices for clarification.
- Review case details including patient information, tooth numbers, arches, quadrants, restoration types, implant information, and requested treatment.
- Communicate professionally with dentists, prosthodontists, dental offices, designers, and technicians regarding case requirements, timelines, outstanding information, and case status.
- Track cases throughout the production process and ensure required follow-ups and deadlines are completed.
- Maintain accurate and organized case records within company systems.
- Help prioritize urgent and time-sensitive cases and communicate potential delays to the appropriate team members.

Client Communication & Administrative Support
- Answer incoming telephone calls, emails, and inquiries from dental offices professionally and efficiently.
- Provide doctors and office staff with routine case-status updates.
- Coordinate communication between doctors, designers, technicians, production, management, finance, and shipping.
- Prepare correspondence, reports, spreadsheets, invoices, statements, and other administrative documents.
- Maintain customer records, production trackers, schedules, and internal reports.
- Organize electronic and physical files and maintain accurate documentation.




- Assist management with day-to-day administrative and operational activities.
- Help monitor office and laboratory supplies and coordinate ordering when required.

Billing & Financial Administration
- Prepare and issue client invoices accurately and on time.
- Process and record client payments and charges.
- Monitor outstanding accounts receivable.
- Prepare and review client account statements.
- Professionally follow up on overdue invoices when required.
- Verify case pricing, additional charges, shipping fees, credits, adjustments, and other billing information.
- Maintain organized and accurate billing and financial records.
- Assist management with basic financial tracking and reporting.
- Maintain Excel spreadsheets related to production, invoices, payments, accounts receivable, and other operational information.
- Coordinate with the company's accounting or bookkeeping team when discrepancies require further review.

Quality Assurance & Case Verification

- Perform administrative and documentation checks before cases enter production.
- Review digital case files, photographs, scans, STL files, prescriptions, and supporting records for completeness.
- Conduct final verification before completed cases are released for shipment.
- Confirm:
- Patient and doctor information
- Tooth numbers and arches
- Requested restoration or product
- Case specifications and doctor instructions
- Required components and accessories
- Documentation and labeling
- Shipping destination
- Packaging and overall presentation
- Identify and escalate discrepancies, missing components, or quality concerns to senior technicians or management before shipment.
- Follow Implant Genius quality-control procedures and documentation requirements.

Shipping & Logistics

- Prepare completed dental cases for shipment.
- Create courier labels and required shipping documentation.
- Coordinate courier pickups and outgoing deliveries.
- Track shipments and provide tracking information to clients.
- Follow up on delayed, missing, or unsuccessful deliveries.
- Verify that the correct case, products, components, documentation, and destination information are included before shipment.
- Maintain accurate shipping and delivery records.

Laboratory & Digital Workflow Support

- Support technicians with basic case organization and preparation.
- Assist with organizing digital files, intraoral scans, STL files, photographs, prescriptions, and supporting case documentation.
- Learn Implant Genius digital dental workflows and internal case-management processes.
- Assist with basic laboratory or production-related tasks when required.
- Help ensure cases move efficiently between administrative, design, production, quality-control, and shipping stages.

Required Qualifications

- Previous experience in a dental office, dental laboratory, dental administration, dental assisting,



dental reception, healthcare administration, or related dental environment.
- Approximately 1–2+ years of relevant experience preferred.
- Working knowledge of dental terminology and dental procedures.
- Understanding of dental anatomy and basic tooth morphology.
- Knowledge of tooth numbering systems, arches, and quadrants.
- Familiarity with common dental restorations and procedures, including:
- Crowns
- Bridges
- Dentures
- Dental implants
- Implant-supported restorations
- Full-arch / All-on-X treatment
- Strong computer skills, including:
- Microsoft Excel
- Microsoft Word
- Microsoft Outlook
- Google Workspace
- PDF and document management
- Data entry
- CRM or case-management systems
- Comfortable working with invoices, statements, payments, account balances, and basic financial records.
- Strong numerical accuracy and exceptional attention to detail.
- Excellent written and verbal English communication skills.
- Professional communication skills when working with dentists, specialists, and dental office teams.
- Strong organizational and time-management abilities.
- Ability to manage multiple cases, deadlines, and priorities simultaneously.
- Ability to carefully review information and identify errors, inconsistencies, or missing documentation.
- Reliable, accountable, and committed to maintaining high standards of quality.
- Able to work independently while collaborating effectively with a multidisciplinary team.

Strong Assets Experience with any of the following would be considered an advantage:
- Dental CAD/CAM workflows
- Exocad or similar dental design software
- Intraoral scanning
- STL or other digital dental files
- Implant-supported restorations
- Denture workflows
- Full-arch / All-on-X dentistry
- Dental laboratory production
- Dental case coordination
- Quality assurance or quality control
- Accounts receivable and invoicing
- Courier and shipping platforms
- Inventory management

Who We Are Looking For We are looking for someone who is organized, responsible, highly detail-oriented, comfortable with numbers and technology, and confident working within a quick-moving dental environment.

This person will play an important role in ensuring that every case entering Implant Genius is properly documented, complete, and accurate; that doctors receive timely and professional communication; that invoices and accounts are properly maintained; and that completed products are carefully verified before leaving our facility.

The ideal candidate enjoys organization and problem-solving and is comfortable moving between case coordination, doctor communication, billing, documentation, quality assurance, shipping, and basic laboratory support throughout the day.

This position is well suited to someone with dental experience who would like to grow within a modern dental technology company and gain broader exposure to digital dentistry, implant prosthetics, full-arch rehabilitation, and advanced dental workflows.

Job Type: Full-Time

Location: Burnaby, BC – In office

Pay: $22.00–$28.00 per hour, depending on experience and qualifications

Pay: $22.00-$28.00 per hour

Benefits

- On-site parking

Work Location: In person

📌 Dental Administrative Assistant / Junior Lab Technician (Burnaby)
🏢 Implant Genius Enterprises
📍 Burnaby