Dental Lab Admin & Case Coordination Specialist

Truly Dental; Dublin; On-site; EUR 28,000 - 36,000; Full time

Job summary

Truly Dental is seeking an organized office administrator to support our Ortho and Denture lab in Dublin. You will receive cases, enter orders in Vevi Dental and Dentally, and coordinate packaging and dispatch while ensuring accuracy and traceability.

You'll handle patient data under GDPR and ISO 13485 guidelines, maintain records, and act as the friendly admin link between labs, clinics and couriers. Full-time, on-site role with full training provided.

Qualifications

• Leaving Certificate or equivalent; a qualification in administration, business or healthcare admin is a plus.
• Experience in an admin, reception or coordination role — ideally in a dental, medical or laboratory setting.
• Confident with Microsoft Office (Excel, Word, Outlook) and Google Workspace (Sheets, Calendar, Gmail).
• Happy to learn our systems — Vevi Dental, Dentally and Slack (full training provided).
• Excellent written and spoken English, with a warm, professional phone manner.
• Sharp attention to detail and strong organisation — especially for colour-coded, clinic-based filing.
• An awareness of GDPR and patient confidentiality; ISO 13485 basics will be taught (training provided).

Responsibilities

• Receive incoming orthodontic and denture cases - physical (plaster models and printed prescriptions) and digital.
• Photograph each physical case and assign it a unique case number for full traceability.
• Enter and verify every order in Vevi Dental: clinic, patient, doctor, product and delivery date (allowing an extra day for shipping before the appointment).
• Cross-check patient and appointment details in Dentally before creating each order.
• Attach the prescription photo to every physical order, and resolve or elevate any discrepancies before a case goes to production.
• Spot urgent cases and flag them for priority; assign dockets to the right 3D-printed models and technicians.
• Once production is complete, verify each case, create the delivery note and package it for dispatch.
• Keep the shipping tracker accurate and complete, and store cases in the colour-coded, clinic-labelled storage system.
• Coordinate dispatch: pre-labelled bags by clinic and colour, check contents and paperwork, post the dispatch notification in our team Slack channel and hand over to the courier.
• Maintain accurate, legible, traceable records and help retrieve them for internal and external audits.
• Be the friendly admin point of contact between the lab, clinics and couriers, keeping everyone updated on case status.
• Handle all patient and clinical data in line with GDPR and our ISO 13485 quality management system.

Skills

Attention to detail

Strong organizational skills

Excellent English communication

GDPR awareness

Education

Leaving Certificate

Admin/healthcare admin qualification

Tools

Vevi Dental

Dentally

Slack

Microsoft Office

Google Workspace

Job description

Truly Dental is seeking an organized office administrator to support our Ortho and Denture lab in Dublin. You will receive cases, enter orders in Vevi Dental and Dentally, and coordinate packaging and dispatch while ensuring accuracy and traceability.

You'll handle patient data under GDPR and ISO 13485 guidelines, maintain records, and act as the friendly admin link between labs, clinics and couriers. Full-time, on-site role with full training provided.