Office Manager / Treatment Coordinator - Waterloo, ON

About the Role

The Office Manager / Treatment Coordinator plays a pivotal role in the overall success of our clinic—balancing strong operational leadership with an exceptional patient experience.

In this role, you will oversee the daily administrative functions of the office while working closely with providers to coordinate patient care. You will be responsible for guiding patients through their treatment plans with clarity and confidence, ensuring they feel supported every step of the way.

This position is ideal for someone who thrives in a fast-paced environment, enjoys leading a team, and is passionate about delivering high-quality patient care.

Key Responsibilities

• Oversee daily clinic operations, including scheduling, patient flow, and front desk coordination
• Present and coordinate treatment plans, ensuring patients fully understand their care
• Collaborate closely with providers to ensure seamless execution of treatment plans
• Manage billing, insurance claims, and payment processing with accuracy and efficiency
• Lead, support, and coach administrative team members to maintain a high-performing culture
• Maintain accurate patient records and ensure compliance with privacy regulations
• Address patient and team inquiries and concerns in a professional and timely manner
• Implement and improve office systems, workflows, and procedures to enhance efficiency and patient satisfaction
• Monitor performance metrics and support overall clinic growth

Minimum Qualifications

• Proven experience in office management or administrative coordination in a dental setting
• Strong understanding of treatment coordination and insurance/billing processes
• Excellent organizational and multitasking abilities in a fast-paced environment
• Proficiency with Microsoft Office and dental software systems
• Strong communication skills with patients, providers, and insurance companies

Preferred Qualifications

• Graduate of a Dental Assistant, Hygiene, or Business program
• Experience working in a dental clinic environment
• Familiarity with Dentrix software considered an asset
• Previous leadership or team management experience

Core Skills for Success

This role requires a balance of organization, leadership, and patient-centered communication.

You will use your strong attention to detail and ability to prioritize to ensure smooth daily operations, while also building trust with patients through clear and compassionate communication. Your ability to navigate billing systems, insurance processes, and clinical coordination will directly support both patient satisfaction and clinic performance.

Leadership skills are essential in fostering a positive, collaborative team environment, while continuously improving workflows and maintaining high standards of care.

Why Join Us?

✨ Established, high-performing clinic with a strong and loyal patient base
✨ Supportive leadership and collaborative team culture
✨ Opportunity to grow within the network
✨ Competitive compensation with performance-based incentives
✨ A role where you can truly make an impact—both operationally and in patient care

SCHEDULE:

• 40 hours per week
• Monday - Friday

123Dentist is an equal opportunity employer committed to diversity and inclusivity. The organization strives to build a workforce that reflects the communities it serves, including individuals with disabilities. Accommodations are available upon request throughout the recruitment process. Please inform our team if you need assistance at any stage

We thank all candidates for their interest; however, only those selected for an interview will be contacted.

JOB ID: 11050