Office Manager

Build an Exceptional Career with a State-of-the-Art Practice

Who We Are

Luma Dental is creating a new kind of dental practice, one built around excellent patient care, a positive team culture, and a reliable, well-managed operation. We are not simply maintaining the status quo. Our goal is to build a trusted dental home where patients receive compassionate, transparent care and where dentists and team members have the support and resources they need to do their best work.

Our location is an established community practice entering an important new chapter. Under new ownership and leadership, we are making significant investments in the patient and employee experience, including stronger operational systems, updated technology and equipment, improved scheduling and administrative support, clearer standards, and a culture centered on professionalism, accountability, and teamwork.

Joining Luma now means helping shape what the practice will become. We are looking for people who are energized by growth, comfortable with change, and motivated by the opportunity to help build an exceptional practice for our patients, our team, and the Woodhaven community.

More Than a Job - A Career You'll Be Proud Of

We are seeking an experienced, motivated, and patient-focused Office Manager to join our growing team. If you're passionate about dentistry, enjoy building lasting patient relationships, and want to practice in a modern, technology-driven environment, we'd love to meet you.

Our mission is simple: provide outstanding dentistry while creating an environment where our employees and patients can thrive. Whether you're looking for long-term career growth or the opportunity to practice comprehensive dentistry with clinical autonomy, this is the place for you.

The Opportunity

Schedule: To Be Determined

Employment Type: Full Time

Experience Level: Mid-Level - Experienced

Compensation: $30 – $35 per hour (based on skills, experience, & ability to contribute)

We are seeking an experienced, hands-on Office Manager to lead the daily administrative and operational functions of our dental practice. This person will create structure, strengthen team performance, improve the patient experience, and ensure the office operates efficiently, professionally, and in compliance with applicable requirements.

The ideal candidate is equally comfortable leading people, reviewing schedules and performance data, resolving patient concerns, and will also support front-desk operations each day. This is a key leadership role for someone who can balance immediate priorities with the long-term work of building a stronger practice.

What You Will Own

Practice Operations

• Manage daily office operations and maintain a professional, organized, patient-focused environment.
• Coordinate provider and team schedules to support patient access, productive use of chair time, and adequate coverage.
• Establish and reinforce consistent workflows for scheduling, check-in, check-out, referrals, treatment follow-up, and office communication.
• Monitor supplies, equipment needs, facilities issues, and vendor activity; escalate clinical or major financial decisions to practice leadership.
• Maintain accurate records and support compliance with HIPAA, OSHA, infection-control, employment, and practice policies.

Team Leadership

• Provide day-to-day direction, coaching, and accountability for front-office and administrative team members.
• Support onboarding, training, scheduling, attendance management, and performance feedback in partnership with practice leadership and People Operations.
• Lead effective team huddles and promote timely communication across dentists, clinical staff, and administrative staff.
• Model professionalism, discretion, responsiveness, and a solutions-oriented approach.
• Address performance or workplace concerns promptly and document or escalate them appropriately.

Patient Experience and Growth

• Ensure patients receive timely, courteous, and accurate service from the first call through treatment completion.
• Resolve patient questions and concerns with empathy, sound judgment, and appropriate follow-through.
• Improve schedule utilization by monitoring confirmations, cancellations, no-shows, unscheduled treatment, and recall activity.
• Support treatment presentation and financial discussions while ensuring patients receive clear information about costs, payment options, and next steps.
• Help strengthen patient retention, referrals, online reputation, and community relationships.

Financial and Administrative Performance

• Oversee front-end insurance verification, authorizations, claim follow-up, payment collection, and reconciliation workflows.
• Monitor key practice indicators such as production, collections, schedule utilization, case acceptance, cancellations, no-shows, and outstanding accounts.
• Prepare clear operational updates for practice leadership and identify trends, risks, and improvement opportunities.
• Maintain effective controls for cash, patient payments, refunds, adjustments, and supporting documentation.
• Partner with centralized support functions and external vendors to resolve operational, billing, technology, and facility issues.

Qualifications

• Three or more years of dental office experience, including at least one year in a lead or management role, preferred.
• Strong knowledge of dental scheduling, insurance verification, authorizations, claims, treatment coordination, collections, and patient account workflows.
• Experience with Dentrix or a comparable dental practice management system preferred.
• Demonstrated ability to supervise, coach, and hold team members accountable.
• Comfortable using reports and performance metrics to identify problems and improve results.
• Excellent communication, organization, problem-solving, and conflict-resolution skills.
• Ability to protect confidential patient and employee information and exercise sound judgment.
• Bilingual English and Spanish is strongly preferred.
• High school diploma or equivalent required; associate or bachelor's degree is a plus.

What Success Looks Like

• Patients experience a welcoming, responsive, and well-organized office.
• Schedules are accurate, productive, and supported by effective confirmation and follow-up processes.
• The team understands expectations, communicates well, and is held accountable consistently.
• Insurance, billing, payment, and administrative workflows are timely and accurate.
• Practice leadership receives reliable reporting and early notice of risks or operational issues.
• New systems and improvements are implemented consistently and sustained over time.

Position Details

• Position type: Full-time, on-site.
• Location: LUMA Dental, 91-10 Jamaica Avenue, Woodhaven, New York 11421.
• Schedule: Availability to work during practice hours, including evenings or as business needs require.
• Compensation: Competitive and commensurate with experience.
• Reporting relationship: Reports to practice leadership and works closely with clinical leaders and centralized support teams.

Join LUMA Dental

If you are a practical, people-focused leader who enjoys bringing order to a busy environment and helping a team perform at its best, we would like to hear from you. This is an opportunity to have a visible impact on a growing practice and help build the systems, culture, and patient experience that will define LUMA Dental's next chapter.

Please apply or send your resume to [email protected]

Pay: $30.00 - $35.00 per hour

Work Location: In person