Administration & Reception Coordinator

About the role

Synergy Dental is seeking an experienced, highly organized Administration & Reception Coordinator to join the Dunedin team. This role is not an ordinary reception job; it involves managing high volumes of telephone calls, emails, and SMS communication, patient arrivals and departures, appointment booking, cancellations, recalls, waitlists, payments, financial administration, ACC, Dental Benefits, WINZ administration, claims, laboratory, and referral administration.

Responsibilities

• Manage high volumes of telephone calls, emails, and SMS communication
• Book and manage appointments and clinician diaries
• Cancellations, recalls, waitlists, and fill appointment gaps
• Accurately maintain patient records and documentation
• Process payments, receipting, and financial administration
• Handle ACC, Dental Benefits, and WINZ administration
• Administer laboratory and referral processes
• Follow up on outstanding actions and information
• Respond to clinicians and manage changing priorities
• Ensure smooth patient flow and practice operations

Requirements

The ideal candidate should love structure and organization, take genuine pride in getting details right, be comfortable following established systems, and remain professional under pressure. Previous dental experience is helpful but not necessary; what matters is evidence of successfully operating in a high-volume, process-driven administrative environment where mistakes matter.

Qualifications

• Loves structure and organization
• Takes genuine pride in getting details right
• Comfortable following established systems rather than constantly creating your own
• Can be interrupted, deal with the interruption, and return to what they were doing without losing the thread
• Can distinguish between what's urgent, important, and simply noisy
• Remains professional when the workload increases
• Naturally finishes tasks rather than leaving loose ends
• Is comfortable being accountable for their work
• Enjoys becoming highly competent at what they do
• Is warm and confident with people, but doesn't need every interaction to become a long conversation
• Wants responsibility and mastery, not simply a job
• Is looking for somewhere they can build the next stage of their career

Skills

• High volume work management
• Frequent interruptions handling
• Detailed administrative processes

Benefits

Join a team that values structure, accuracy, and professionalism. Work in a culture that prioritizes no judgment, comfort, trust over transactions, people before production, competence with kindness, and pride in the small things.

Pay

Competitive salary based on experience.

Schedule

Full-time position with flexible working hours to accommodate the demands of the role.