Practice Coordinator

Deliver outstanding patient care in a dynamic dental practice

Location: Prahran, VIC | Full-time

Join a supportive, professional team where patients come first. We're looking for a Practice Coordinator who takes pride in providing an exceptional experience for every patient and thrives in a friendly, fast-paced environment.

About the Role

As our Practice Coordinator, you’ll be the first point of contact for our patients, helping them feel welcome, informed, and cared for. This role is central to keeping the front office running smoothly and supporting the entire dental team. Dental Admin experience is essential.

You’ll:

· Deliver exceptional customer service from the moment patients arrive

· Manage scheduling for dentists and hygienists to optimize productivity

· Handle patient records, payments, and treatment estimates

· Coordinate patient flow and prepare them for surgeries

· Answer phones and respond to emails with professionalism and warmth

· Prepare reports and support the Practice Manager

· Maintain a tidy, inviting patient lounge and manage housekeeping tasks

What We’re Looking For

We value the right attitude, reliability, and team spirit. Ideally, you will have:

✔ Outstanding communication and interpersonal skills

✔ Confidence handling administrative tasks, phone calls, and scheduling

✔ Ability to work independently and stay organized under pressure

✔ Discretion, professionalism, and a strong attention to detail

✔ Flexibility to support the team when needed, including occasional relief for other roles

✔ Bonus: Experience with social media content creation or coordination

Daily Responsibilities Include: Administrative Duties

· Maintain AM/PM checklists

· Manage stationery and mail

· Balance, prepare, and deposit banking

· Answer phone calls and handle emails

· Prepare day-sheets, type reports, letters, and treatment plans

· Perform end-of-day reconciliation and manage accounts

· Join the team 15 minutes early and attend the Morning Huddle with the team.

· Attend, participate and prepare the Morning Huddle.

· Prepare agenda for scheduled meetings.

· Prepare minutes and distribute to all team members.

· Prepare monthly reports for the Practice Manager.

· Suggest new policies for the practice to the Practice Manager/Principals.

· Report any practice concerns immediately to the Practice Manager/Principals.

Scheduling

· Book overview for both dentists and hygienist - one week before.

· Check in and out patients on the appointment book.

· Productively schedule dentists and hygienists

· Handle cancellations and rescheduling with efficiency

· Manage preventive care appointments

· Be aware of all cancellations and rescheduling and endeavor to fill the available appointments promptly

Customer Service

· Greet all patients with a warm, caring smile

· Stand to welcome new patients

· Offer refreshments as needed

· Identify and communicate patient needs to the dental team

· Prepare patients for surgeries.

Social Media Coordination (if applicable)

· Update Instagram, Facebook, YouTube, LinkedIn

· Create and post engaging content

· Respond professionally to online interactions

· Edit and post videos, write captions, schedule posts

Housekeeping

· Complete weekly cleaning duties.

Why Join Us?

· Be part of a passionate and supportive team

· Make a real impact on patient care and experience

· Enjoy a professional and respectful workplace culture

· Opportunities to grow and contribute to team improvements

Full-time Hours:

Mon–Tues: 7:45am–7:15pm,
Wed-Thu: 7:45am–5:15pm

This role is not for you if you do not have dental experience or are an overseas clinician.

Apply Now

If this sounds like the role for you, send your resume and cover letter to [email protected]