Admin Manager

Description

Keep cases moving. Lead the team. Keep the details right.

Absolute Dental Services is looking for an organized, detail-oriented Admin Manager to lead our Data Entry/Login team and help keep cases moving accurately and efficiently through the laboratory.

This is a hands-on management position responsible for daily workflow, team performance, training, case-entry accuracy, doctor-office communication, and coordination with our Case Flow and Production teams. You’ll help make sure incoming cases are entered correctly, prioritized appropriately, and routed to the right teams without unnecessary delays.

The ideal candidate is a strong communicator and problem-solver who enjoys leading people, staying involved in day-to-day operations, and finding ways to keep a busy department running smoothly.

What You'll Do

Team Leadership & Daily Workflow

• Manage the daily operations and workflow of the Data Entry/Login team.
• Assign and balance workload based on case volume, priorities, and staffing.
• Establish daily priorities and communicate expectations to the team.
• Monitor productivity, accuracy, attendance, workflow, and overall team performance.
• Train, coach, cross-train, and develop team members.
• Provide ongoing feedback and hold employees accountable to established expectations.
• Coordinate coverage for PTO, call-outs, and other staffing needs.
• Maintain cross-training between Data Entry/Login and Case Flow to provide reliable department coverage.
• Step into Data Entry/Login or Case Flow responsibilities during high-volume periods or staffing shortages.

Case Entry & Processing

• Oversee the receipt, disinfection, preparation, and organization of incoming cases.
• Ensure prescriptions and supporting documentation are accurately entered and saved.
• Verify doctor, patient, restoration, material, shade, delivery date, and other required case information.
• Ensure rush, implant, remake, adjustment, outsource, evaluation, and other specialty cases are identified and prioritized correctly.
• Ensure appropriate case tags, notes, special-attention indicators, and documentation are included.
• Monitor cases on hold and ensure established follow-up procedures are followed.
• Ensure cases are routed to the appropriate department after login.
• Review case entries for accuracy and identify recurring errors or training opportunities.

Case Flow & Production Coordination

• Work closely with Case Flow and Production to ensure cases are scheduled and routed appropriately.
• Review scheduling concerns based on product type, turnaround time, production capacity, and requested delivery date.
• Communicate potential scheduling conflicts, rush requests, and unrealistic delivery expectations before they become production issues.
• Help identify cases at risk of becoming late and communicate concerns proactively.
• Coordinate changes to prescriptions, delivery dates, holds, rushes, remakes, and doctor requests.
• Work with production managers to resolve case-entry or scheduling issues affecting workflow.
• Develop cross-training opportunities between Data Entry and Case Flow to improve coverage and communication.

Doctor Communication & Customer Service

• Communicate professionally with dental practices regarding prescriptions, missing information, components, scheduling, rushes, case holds, and other case requirements.
• Make and oversee doctor-office calls regarding shades, missing components, delivery dates, patient information, prescriptions, photos, and study models.
• Follow up with offices when additional information or approvals are needed.
• Communicate clearly when requested delivery dates cannot be met and work with the appropriate teams to determine available options.
• Ensure customer requests and changes are documented accurately within the case.
• Monitor department-related emails and ensure requests receive timely responses.
• Escalate technical or clinical questions to the appropriate technician, manager, or support team.

Quality, Training & Process Improvement

• Conduct regular audits of case entries to identify errors, trends, and training needs.
• Ensure team members follow established SOPs, policies, and case-entry standards.
• Maintain and update department SOPs as processes change.
• Assist with onboarding and training new employees.
• Identify workflow inefficiencies and recommend or implement process improvements.
• Track recurring errors or issues and develop corrective training as needed.
• Participate in manager meetings and communicate relevant information back to the team.
• Support implementation of new processes, systems, and workflow improvements.

Administrative & Department Support

• Review department calendars, workload, and staffing needs.
• Monitor department emails and case-related communications.
• Maintain department supplies and request additional supplies when needed.
• Maintain organized work areas, case pans, shelves, and case-hold areas.
• Assist with answering phones during high-volume periods.
• Provide coverage for Data Entry/Login and Case Flow functions when needed.
• Assist with invoicing, shipping labels, packing, case checkout, and other administrative functions as necessary.
• Support other departments during periods of high workload when appropriate.

What You Bring

• Previous leadership, supervisory, or management experience preferred.
• Strong organizational skills and ability to manage multiple priorities in a fast-paced environment.
• Excellent attention to detail and commitment to accurate case entry.
• Strong written and verbal communication skills.
• Professional and confident communication with dental practices and internal teams.
• Ability to read, understand, and interpret dental prescriptions.
• Strong computer skills and ability to learn laboratory software and systems.
• Ability to coach employees, provide feedback, and hold team members accountable.
• Strong problem-solving and decision-making skills.
• Ability to identify workflow problems and develop practical solutions.
• Ability to work effectively across departments and locations.
• Dependable, adaptable, and willing to remain hands-on when the team needs support.

Preferred (a plus, not a must)

• Previous dental laboratory or dental industry experience.
• Experience with Data Entry/Login, Case Flow, or dental case coordination.
• Experience working directly with dental practices or healthcare customers.
• Familiarity with dental laboratory software and case management systems.
• Experience managing a high-volume production or operations team.

What Success Looks Like

The right person keeps the Data Entry team organized, cases moving, and communication clear. You’ll catch problems before they create production delays, make sure the team has the training and support they need, and work closely with Case Flow and Production to keep the entire process running smoothly.

This is a hands-on leadership role. You should be comfortable managing people while also jumping in to help with cases, answer questions, troubleshoot workflow issues, and support the team when volume increases.