Order Processing & Client Services Coordinator

Summary:The Order Processing & Client Services Coordinator is the primary point of contact between Expertec and its dental office clients for everything related to case status, pricing, and shipping. This role receives and processes incoming orders — whether submitted physically or digitally — verifies paperwork and pricing for accuracy, enters complete order information into the lab's ERP system, and manages outgoing shipments, all while fielding client calls and emails and keeping case records current. Strong attention to detail, comfort with numbers, and a professional, client-first communication style are essential.Key ResponsibilitiesServe as a primary point of contact for dental office clients via phone and email, answering questions about case status, pricing, and shippingReceive and process incoming orders and cases — whether submitted physically (shipped or dropped-off cases) or digitally (digital scans and electronic case submissions) — verifying paperwork, prescriptions, and case details for accuracyEnter and process complete order information into the lab's ERP system for every case, regardless of intake method, ensuring accurate records from submission through completionReview case pricing and invoices for accuracy; research and resolve pricing questions or discrepancies with clientsCoordinate outgoing shipments, including preparing pick up and drop off schedules, tracking packages, and confirming deliveryProactively communicate delays, missing information, or case issues to clients before they become problemsSort and route cases to the correct production departmentsMaintain accurate, up-to-date case status, shipping, and client communication records in the Lab Management System (LMS)Partner with production, accounting, client relations and sales teams to keep cases moving and clients informedSupport light packaging and shipping tasks as needed to keep the department running smoothlyHelp train and mentor new team members on client communication, pricing, and LMS processesQualificationsAssociate degree or equivalent experience preferred2+ years of experience in a customer service, client relations, or order coordination role (dental, medical, or logistics environment a plus)Proficiency with ERP, case management, or order management softwareStrong phone and email communication skills with a professional, client-first approachComfortable working with numbers — pricing, invoicing, and basic billing reconciliationExcellent attention to detail and organizational skillsAbility to multitask and prioritize in a fast-paced environmentReliable attendance and punctualityCore CompetenciesProfessional, client-focused communication on the phone and via emailAccuracy and attention to detail in data entry, pricing, and documentationConfidence working with numbers — reading and verifying pricing, invoices, and billingERP / case management software proficiencyTime management and ability to juggle multiple cases and client requestsProblem-solving and ability to resolve client concerns calmly and effectivelyAccountability and consistency in meeting deadlines and standardsOccasional lifting (up to 40 pounds) and light physical activity related to shipment handling

Benefits

· Competitive salary (based on experience)· Health insurance· Dental & vision insurance· Paid time off and holidays· Opportunities for continuing education and professional development