Director of Operations

Job description:

Foundation Dental Specialists is seeking a high-caliber Director of Operation to serve as the operational anchor of our premier 5-doctor specialty practice in Pasadena. This is a "Tactical Lead" position designed for a dental professional who thrives on precision, systems, and team leadership.

You will be responsible for overseeing daily operations across our front office, clinical, and billing teams, ensuring alignment, accountability, and growth while supporting our five specialists in delivering world-class care.

Who We Are:

We are a high-performing, collaborative team that values a positive culture, celebrates successes, and enjoys coming together through team events. We take pride in supporting each other, delivering excellent patient care, and maintaining an environment where everyone can thrive.

Who You Are:

You are a detail-oriented Director of Operations with a growth mindset, focused on building scalable systems, improving workflows, and expanding the practice through operational excellence.

Key Responsibilities:

Financial Administration & Reporting

• Bookkeeping: Manage the bill payment process and ensure all daily production is accurately entered into QuickBooks.
• Reporting: Generate and analyze end-of-the-month production reports for executive review.
• Practice Systems: Administer EagleSoft and Weave, including granting user access, coordinating software training, and overseeing data integrity, backups, and cybersecurity protocols.

Human Resources & Payroll

• Payroll Expert: Manage bi-weekly payroll via ADP. This includes auditing missed clock-ins, calculating complex doctor production/pay, and managing incentive bonus programs.
• HR Compliance: Ensure strict adherence to California labor laws and practice handbook enforcement.
• Talent Management: Lead the hiring, onboarding, and training of new staff. Oversee performance reviews, disciplinary actions, and staff vacation/time-off approvals.
• Mandatory Training: Coordinate annual compliance training (Safety, Harassment, Workplace Violence).

Operational Excellence

• Performance Metrics: New patients conversion, production calendar management, case presentation & acceptance
• Daily Operations: Troubleshoot front-office and clinical bottlenecks to ensure seamless patient flow and scheduling efficiency.
• Workflow Standardization: Refine and implement standardized workflows to improve case acceptance and operational efficiency.
• Issue Resolution: Act as the primary point of contact for personnel disputes and patient issues (complaints, reviews, etc.), ensuring a high-standard resolution.
• Facility Oversight: Coordinates all office maintenance and vendor support (including equipment and chair repairs, carpet cleaning, and window washing) while maintaining high standards for organization and cleanliness by assigning and overseeing responsibilities for ordering, lunchroom upkeep, and front office presentation.

Please submit a cover letter and resume to apply for this position.

Contact Person: Junko Keller, Interim Director of Business (junko@foundationdentalspecialists.com)

Qualifications

• Experience: Minimum 5 years of Dental Office Management experience. Multi-doctor or Specialty experience is highly preferred.
• Software Proficiency: Expert-level knowledge of PMS, book keeping software, and payroll software, and Microsoft Office Suite.
• Analytical Skills: Demonstrated ability to handle complex financial reporting and multi-doctor payroll calculations.
• Leadership: A proven track record of managing large teams (10 members) in a fast-paced environment.
• Education: High school diploma required; BA/BS in Business or Healthcare Administration preferred.

Pay: $105,000.00 - $125,000.00 per year

Benefits

• Competitive salary based on experience.
• Performance-based incentive programs.
• Comprehensive Health insurance.
• 401(k) with employer matching.
• 2 weeks of Paid Time Off (PTO) 7 Paid Holidays.

Foundation Dental Specialists is an Equal Opportunity Employer.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off

Application Question(s):

• Excellent working knowledge of software (PMS, bookkeeping, payroll, Micro Soft Office)
• Please confirm to submit your cover letter in order to be considered.

Experience:

• HR and Payroll: 2 years (Required)
• Office Management: 5 years (Required)
• Work Location: In person