Dental Surgery Virtual Assistant / Coordinator

Job Title:
Experienced Virtual Personal Assistant / Treatment Coordinator for Busy Dental Surgery (Full-Time, Remote, Must Work Sydney AEST Hours)
Project Type: Ongoing / Full-time (40 hours/week)
Hourly Rate: Please quote your hourly rate (we pay competitively for the right person)
Location: Fully remote – anywhere in the world (Philippines, Pakistan, India, South Africa, UK, Eastern Europe all welcome)
Fixed Schedule: Monday – Friday, 8:30 AM – 5:30 PM Australian Eastern Standard Time (Sydney, NSW). You MUST be available during these exact hours – no exceptions.
About the Role
We are a high-end private dental practice in Albury, NSW looking for a sharp, proactive, and highly organised Virtual Personal Assistant who will essentially become my right hand and also support our Practice Manager.
This is NOT a basic admin role – you will be deeply involved in both clinical coordination and practice operations, so dental experience (especially as a treatment coordinating or dental reception) is a HUGE advantage.
Your Key Responsibilities

Answer all incoming surgery phone calls professionally and book/change appointments in our Practice Management Software (PMS)
Monitor and respond to surgery emails promptly
Contact patients to chase completed medical/dental history forms
Act as Treatment Coordinator: prepare and submit lab work (photos, scans, prescriptions), track cases with laboratories, update patients on progress
Complete clinical notes in dentalnote.ai when required (full training provided – very easy to use)
Manage all communications inside the PMS and upload files/documents to patient charts
Manage my personal calendar and appointments (both business and personal)
Support the Practice Manager by proactively tracking her to-do list and sending gentle but firm reminders (e.g., “The car rego is due in 3 days”, “Invoice #123 from the lab is still unpaid”, “CQC renewal is due next month”, insurance renewals, etc.)
Occasionally make outbound calls to other dental practices to introduce and pitch dentalnote.ai (script and training provided – you just need confidence and clear English)

Requirements – You MUST Have

Fluent native-level English (clear neutral accent – you will be on the phone all day representing an upscale Sydney practice)
Excellent internet connection (minimum 50 Mbps download/upload) and a quiet professional home office setup
Very strong attention to detail and proactive follow-up skills
Tech-savvy – fast learner, comfortable with Google Drive (we live in Google Workspace), PMS software, calendars, etc.
Highly organised with the ability to juggle multiple tasks without dropping anything
Confident and professional phone manner – you will speak to high-value patients daily
Previous experience in a dental practice (receptionist, treatment coordinator, dental nurse, practice manager) is very strongly preferred
Available to start within 2–3 weeks maximum

Bonus Points If You Have

Existing experience with dentalnote.ai (huge advantage)
Experience with Australian private dental practices
Familiarity with software such as Exact (SOE), Oasis, or similar PMS
Experience cold-calling or introducing software/products to dental practices

What We Offer

Long-term, stable, full-time role (we want someone for years, not months)
Competitive hourly rate paid weekly via Freelancer
All training provided
Opportunity to grow with the practice (we are expanding)
Work with a supportive, appreciative team who will treat you as a valued team member, not “just a VA”

How to Apply
Please submit a cover letter that includes:

Your hourly rate expectation
Confirm you can work 8:30 AM – 5:30 PM Sydney time Monday–Friday
A voice recording (30–60 seconds) introducing yourself and explaining why you’re perfect for this role (upload to Google Drive or Vocaroo and paste the link) – this is mandatory
Details of your dental experience (if any) and why you’re proactive and organised
Your internet speed test result (speedtest.net screenshot)

Applications without a voice sample will not be considered.
We’re looking for someone exceptional who will become a core part of our team. If you’re reliable, sharp, love helping things run smoothly, and want a role you can grow in – apply today!