Assistant Office Business Manager

Apex is seeking a highly motivated, organized, and patient-focused Assistant Office Manager to join one of our supported dental practices full-time. This role is ideal for someone with strong dental front office experience, a desire to lead, a thirst for growth, who finds joy in supporting daily operations, improving workflows, and creating an outstanding patient experience.

As the Assistant Office Manager, you will be a member of the Office Leadership Team, alongside the Office Business Manager you support and the practice's doctor-leaders. You'll support front office operations, patient communication, scheduling, insurance coordination, billing support, treatment follow-up, and team workflow. This position requires strong communication, attention to detail, the ability to multitask, and a commitment to teamwork, accountability, and excellent patient care.

At Apex, we believe in teamwork, continuous improvement, accountability, and delivering an Outstanding Patient Experience at every visit. This position offers the opportunity to grow your dental operations career while supporting a collaborative and patient-centered team.

Core Responsibilities

• Support daily front office operations, including patient check-in/check-out, phones, email, scheduling, appointment confirmations, and patient follow-up. Provide a welcoming, professional, and compassionate experience for every patient.
• Assist with schedule management, treatment coordination and follow-up, patient communication, and front office workflows to support practice goals.
• Coordinate communication between the front office, clinical team, providers, Office Business Manager, and Apex support teams.
• Support insurance and billing processes, including benefit verification, claims follow-up, accounts receivable, payment collection, deposits, and basic billing questions.
• Review treatment plan fees, payment options, and financing options with patients as directed by the clinical team and practice leadership.
• Maintain accurate patient records, documentation, schedules, and account information while following HIPAA and confidentiality requirements.
• Assist the Office Business Manager with reporting, team coordination, workflow support, administrative tasks, and follow-through on priorities.
• Help ensure office policies, systems, and workflows are followed consistently and accurately.
• Identify opportunities to improve patient experience, team communication, office efficiency, and overall practice performance.
• Own the success of in-house specialist's schedules to ensure they are consistently scheduled above goal, their schedule is optimized, and the team and patients are prepared to support a productive, well-organized day.

• High school diploma or equivalent required; college degree or healthcare administration training preferred.
• 1-2 years of experience working in dental, medical, veterinary or other practice preferred.
• Dental front office, administration, or leadership experience strongly preferred.
• Experience with insurance verification, claims processing, billing, accounts receivable, payment collection, and patient account management preferred.
• Experience with treatment coordination, presenting treatment to patients, and achieving productive provider schedules by scheduling consistently above goal.
• Experience working with dental practice management software preferred.
• Knowledge of dental terminology, treatment plans, patient financing, explanation of benefits, and insurance processes preferred.
• Strong communication, customer service, organization, and problem-solving skills.
• Ability to multitask, prioritize, and follow through in a fast-paced environment.
• A demonstrated desire to grow is a strong plus (demonstrated by membership in the American Association of Dental Office Management, CE taken, etc)
• Professional, dependable, detail-oriented, trustworthy, and committed to patient confidentiality.
• Supervisory, team lead, training, or staff coordination experience preferred, but not required.

• The ideal candidate is a dependable, proactive dental administrative professional who enjoys supporting patients, team members, and daily practice operations. They are organized, detail-oriented, comfortable managing multiple priorities, and motivated to grow into greater leadership responsibility within a dental practice.

• Relaxed, friendly, and fun culture filled with smart colleagues across the entire organization
• Opportunity to play a role in the success of a rapidly growing company
• Competitive pay including incentives aligned with your contributions
• Comprehensive health, dental, and vision benefits
• 401K plan with up to 4% matching

• Bonus pay

• Paid time off
• Health insurance
• Dental insurance
• Vision insurance
• Disability insurance
• 401(k) matching
• Paid training