Dental Supply Coordinator

🏆 Voted Madison’s Favorite Place to Work & Best Dental Practice

Position Overview

Dental Health Associates is seeking a highly organized and dependable Dental Supply Coordinator to support our Downtown and South Clinics. This position plays a vital role in ensuring our clinical teams have the supplies, equipment, and resources they need to provide exceptional patient care.

The Dental Supply Coordinator is responsible for purchasing, receiving, organizing, and maintaining inventory of dental, office, and facility supplies while coordinating equipment maintenance and repairs. The ideal candidate is detail-oriented, proactive, and enjoys working in a fast-paced healthcare environment where no two days are the same.

Key Responsibilities

Inventory & Procurement

• Procure and maintain inventory of dental supplies, office supplies, janitorial
• Monitor inventory levels and replenish stock to ensure clinics remain fully supplied.
• Evaluate inventory usage and recommend improvements to ordering and inventory control processes.

Purchasing & Receiving

• Prepare and process purchase orders.
• Receive, inspect, and verify shipments against packing slips, purchase orders, and invoices.
• Ensure accurate coding and documentation of purchases and receivers.
• Resolve discrepancies with vendors regarding damaged, incorrect, or missing items.
• Track orders, returns, backorders, promotional items, and free goods until completion.

Equipment & Facility Support

• Coordinate equipment maintenance and repair requests.
• Maintain organized storage areas and stockrooms that meet safety and operational standards.

Administrative Responsibilities

• Prepare routine administrative documents including purchase orders, emails, inventory reports, and repair requests.
• Maintain accurate inventory and purchasing records.
• Support clinic events by assisting with supply preparation and event setup as needed.
• Build and maintain positive working relationships with internal team members.
• Perform other duties as assigned to support clinic operations.

Qualifications

• High school diploma or equivalent required.
• Previous experience in purchasing, inventory management, supply coordination, or healthcare operations preferred.
• Experience in a dental or medical office is highly desirable.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with computers and Microsoft Office applications; experience with inventory management software is a plus, including Sage.
• Excellent communication and customer service skills.
• Ability to prioritize multiple tasks and work independently with minimal supervision.
• Valid driver's license and reliable transportation to travel between the Downtown and South Clinics.

Working Conditions

• Work is performed primarily in a dental clinic and office environment.
• Frequent movement throughout both clinic locations, including stockrooms and clinical areas.
• Regular standing, walking, bending, reaching, stooping, and lifting of supplies and equipment (up to approximately 50 pounds).
• Frequent use of computers, office equipment, and inventory management systems.
• Daily interaction with clinical staff, vendors, and delivery personnel.
• Travel between the Downtown and South Clinics is required.

About Dental Health Associates

For more than 55 years, DHA has served the Madison community with high-quality dental care. Our recognition as Madison’s Favorite Place to Work and Best Dental Practice reflects the culture we’ve built: professional, collaborative, and committed to both patients and staff. Unlike DSOs, DHA is doctor-owned and focused on people, not investors. That means a more stable work environment, predictable schedules, and a team that values your expertise.

At Dental Health Associates (DHA), we are passionate about delivering exceptional dental care and creating a fulfilling, growth-oriented workplace. As a doctor-owned dental practice with seven clinics in the Madison area, we offer a unique opportunity to develop your career while collaborating with experienced dentists and leadership teams. Our supportive culture values professional growth, personal development, and team collaboration.

Why Join Dental Health Associates?

Dental Health Associates, we’re committed to helping you grow in your career while providing the support you need to succeed. We offer opportunities for advancement, a collaborative work environment, and a comprehensive benefits package to support your personal and professional goals. Apply today to start a career that prioritizes your growth and values your contributions.

• Career Growth Opportunities: Whether you’re starting your journey in healthcare or looking to expand your expertise, DHA offers opportunities to develop and advance your career.
• Supportive Work Environment: Join a team where collaboration and mutual respect are at the core of everything we do.
• Community Impact: Join a practice that actively gives back to the community through initiatives such as Tri 4 Schools, the Oregon Kids Triathlon, All City Swim, Big Brothers Big Sisters, Boys & Girls Club, the UW-Madison Carbone Cancer Center, Gilda’s Club, and many other meaningful causes.
• Work-Life Balance: Enjoy a predictable schedule with paid time off and a focus on your well-being.

Compensation

Competitive starting wage, with opportunities to earn more based on experience and performance.

Benefits

We provide a robust benefits package to support your health, financial security, and work-life balance, including:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Profit sharing
• Referral program
• Vision insurance

The above statements reflect the general details necessary to describe the principal functions of the occupation described and shall not be construed as a detailed description of all the work requirements that may be inherent in the occupation.

Dental Health Associates of Madison, LTD is an equal opportunity employer and values diversity.

Dental Supply Coordinator

Downtown & South Clinics | Full-Time | Monday–Friday