Digital Lab Admin Assistant (Osstem Digital Lab)

Osstem; Singapore; On-site; SGD 39,000 - 58,000; Full time

Benefits offered by this job

Medical & dental coverage

Annual leave & sick leave entitlements

Team culture

Employee dental services discount

Job summary

Osstem Singapore is seeking a detail-oriented Digital Lab Admin Assistant to join the Osstem Digital Lab. You will manage case intake, scheduling, LMS updates, and delivery documentation, while supporting billing and vendor communications to ensure on-time delivery of dental prosthetics.

Ideal candidates have 1–2 years of administrative experience, strong organizational and communication skills, and proficiency with Microsoft Office.

Qualifications

• 1–2 years in an administrative or office support role, preferably within the dental industry.
• Strong organisational and multitasking abilities.
• Proficient in Microsoft Office (Word, Excel).
• Detail-oriented with a focus on accurate records and data.

Responsibilities

• Receive and register incoming cases and coordinate production scheduling.
• Update the Lab Management System with real-time case status (e.g., In Design, Milling, QC Passed).
• Generate invoices for completed cases and follow up on payments from clinics.

Skills

Administrative support

Organizational skills

Communication skills

MS Office

Tools

Microsoft Office

Job description

Digital Lab Admin Assistant (Osstem Digital Lab)

IT

Full Time, On-Site

SGD

Introduction:

We are seeking a detail-oriented and proactive Digital Lab & Logistics Admin Assistant to join our Osstem Digital Lab team. You will serve as the central point of contact for case management, ensuring that digital scans and physical impressions are processed efficiently and delivered on time. In addition to lab administration, this role also supports the logistics function, including documentation management for delivery notes and invoices, and assisting with inbound/outbound operations when the primary logistics coordinator is unavailable. This role is critical in maintaining smooth workflow between our partner dental clinics, our technical design team, and our supply chain operations.

Key Responsibilities:

1. Case Management & Coordination

• Intake & Entry: Receive and register incoming digital scans (via Osstem/3Shape/iTero portals) and physical dental models.
• Scheduling: Coordinate the lab’s production schedule to ensure all digital designs and milling tasks are completed by the promised delivery dates.
• Tracking: Update the Lab Management System (LMS) to reflect the real-time status of cases (e.g., “In Design,” “Milling,” “QC Passed”).

2. Administrative Support

• Documentation: Maintain accurate records of materials used (implants, scan bodies, resins) for inventory and billing purposes.
• Billing/Invoicing: Generate invoices for completed cases and follow up on outstanding payments from dental clinics.
• Customer Service: Act as the primary liaison for dental clinics, answering inquiries regarding case status and delivery timelines.

3. Logistics & Inventory Support

• Delivery Documentation: Organise and maintain accurate records of delivery notes and invoices; ensure documents are properly filed and reconciled in a timely manner.
• Inbound & Outbound Assistance: Assist with inbound and outbound operations — including receiving goods, verifying shipment quantities, and coordinating dispatch — when the primary logistics coordinator is absent.
• Courier Coordination: Liaise with courier and freight partners to track shipment status and resolve delivery discrepancies as needed.

4. Quality Control & Dispatch

• Final QC Check: Assist the lab manager in performing a final administrative QC check to ensure the correct case is dispatched to the correct clinic.
• Dispatch: Arrange courier or local delivery services for completed dental prosthetics and surgical guides.

Ideal Candidate Profile:

• A minimum of 1-2 years of experience in an administrative or office support role, preferably within the dental industry
• Strong organisational and multi-tasking skills, with the ability to prioritize tasks and work effectively under pressure
• Excellent communication and interpersonal skills, with the ability to interact professionally with clients, colleagues, and external partners
• Proficient in using Microsoft Office suite, including Word, Excel
• A keen eye for detail and a commitment to maintaining accurate records and data
• A team player with a positive attitude and a willingness to learn and adapt to new technologies and processes

We Offer You:

At Osstem Singapore, we are committed to providing our employees with a supportive and rewarding work environment. In addition to a competitive salary, we offer a range of benefits, including:

• Comprehensive medical and dental coverage
• Annual leave and sick leave entitlements
• A vibrant and collaborative team culture
• Discounted dental services for employees and their families