office manager

DentalZen; Whitby; On-site; CAD 41,000 - 48,000; Full time

Job summary

DentalZen in Whitby, Ontario is seeking a Dental Office Manager Assistant to oversee staff, operations and patient flow on site. You will supervise reception and dental staff, coordinate scheduling, and support HR processes while maintaining data security and professional standards.

The role emphasizes front-office leadership, cost-conscious operations, and collaboration with regional management to ensure a smooth patient experience and compliant clinical environment.

Qualifications

• Experience supervising dental staff and coordinating office operations.
• Strong communication and conflict resolution skills.
• Ability to manage scheduling and patient flow effectively.

Responsibilities

• Supervise staff and ensure understanding of roles and policies.
• Coordinate staff schedules and coverage for absences.
• Oversee call management and training needs for reception.
• Assist HR with recruitment, onboarding and offboarding processes.
• Support office budget, inventory control and cost reductions.
• Maintain patient data securely and in compliance with privacy regulations.
• Represent the office in meetings and generate reports as needed.
• Ensure clinic is stocked and runs smoothly for patient care.

Skills

Staff supervision

Scheduling

Conflict resolution

Communication

Customer service

Job description

Dental Office Manager Assistant

Posted on July 27, 2026 by DentalZen

Job details

The responsibilities include, but are not limited to, the following:

Staff Supervision:

• Oversees staffing and ensures that each staff member understands the scope of his/her position and policies within the company, and that they receive appropriate and constructive criticism and/or training when necessary.
• Acts as a liaison between Associates and patients.
• Responds to conflict and provide conflict resolution.
• Identifies and recognizes employees who may have successful career development opportunities in the company. Communicates this information to HR.
• Assists the Office Manager in maintaining staff schedules, ensuring that a position is temporarily covered appropriately in the case of an absent staff member, and keeping an eye on reducing employee overtime as well (informing the Regional Office Manager when needed).
• Call management - Ensures dental receptionists are managing calls effectively, returning calls, identifying training where needed.
• Participates in the recruitment process with Human Resources, identifies staffing needs prospectively, and as they may arise. Helps to facilitate onboarding and training, and also participates in offboarding and dismissal protocol with Human Resources.

Operational Supervision:

• Assists the Regional Office Manager in overseeing production and expenditure.
• Opens and closes the office, as required.
• Ensures inventory control and supports cost reductions.
• Completes administrative functions including bank deposits, invoice processing, supporting A/R, maintaining office email and mail, preparing estimates for insurance as required, working in the front desk, and dental assisting when needed.
• Maintains patient data according to regulations and company policies, ensuring that records are stored securely and in compliance with privacy and security regulations.
• Maintains a high level of professionalism in offices and motivates staff.
• Maintains quality assurance with respect to dental procedures, customer service, sterilization techniques, and health standards. Ensures compliance with PHIPA, IPAC, and all relevant guidelines.
• Represents office at corporate and management meetings, where required.
• Provides management and corporate reports where necessary (including, but not limited to, production summaries, A/R aging reports, Write-off/adjustment reports, Collection/Deposit reports, inventory counts, new patient reports, etc.).
• Ensures clinic is stocked and operational, communicating any needs to the Regional Office Manager.
• Supports marketing and promotional initiatives.
• Takes responsibility for the appearance and functionality of the office, ensuring a safe, professional, and clean environment.
• Works with management across the company if assistance or insight is needed.

Patient Experience:

• Sets the standard for communication with patients, responding efficiently and appropriately to patient needs and inquiries, and establishing relationships where possible.
• Takes responsibility for the smooth and efficient flow of patients and handles any situation that may be slowing or stopping patient flow.
• Manages patient scheduling and directs patient traffic flow. Oversees that new patient intake is completely full.
• Presents treatment plans to patients when needed.
• Educates patients whenever possible and appropriate and ensures that all staff members are educating patients appropriately.
• Resolves patient issues in accordance with company policies and procedures, healthcare regulations, and dental board standards.

Job Information

• Location Whitby , ON
• Work location On site
• Salary $ 30.00 to $ 35.00 HOUR hourly
• Terms of employment Full time
• Starts as soon as possiblevacancies 1 vacancy
• Source Talent.com #537973858326555021

Advertised until

2026-08-12