Patient Experience Co-ordinator (Sales & Customer Role)
Join a Team That's Redefining Dental Patient Experiences. Actually Enjoy Coming to Work, and Get Every Friday Off!
At Advanced Dental Artistry, we are looking for someone experienced in either sales (in any customer facing industry) or patient coordination to be our New Patient Experience Coordinator. If you've never worked in dental, we can teach you what you need to know, as it's more important that you have the right skills and attitude for the role. We're inviting people who truly care about their work, team and clients, have some sales success behind them, and are incredibly organised to apply. You'll enjoy being part of a supportive team, and want to build a meaningful career in a high-performing business that is a genuine industry leader.
Who We Are
At Advanced Dental Artistry, we're not your average dentist. Known for delivering high-quality, long-term dental care, we have a strong focus on patient comfort and experience. We don't just treat teeth and we definitely don't offer bandaid solutions; instead we support our patients with care that's intended to positively change the way they feel about the dentist, and teeth that are designed to last.
We're a clinic that people seek out to work for as we have such a good reputation both as an employer and for patients. Our team actually enjoys coming to work (Sunday night scaries don't happen for us).
We're committed to creating a workplace where our team is supported, encouraged, and given the opportunity to develop personally and professionally. Together, we continue setting the standard for excellence in dentistry.
What We Value
1. Progressive Thinking – We encourage new ideas, innovation, and a willingness to grow. Our team is empowered to lead and challenge the norm.
2. Above & Beyond – Whether it's with patients or each other, we hold ourselves to a high standard in how we communicate, act, and support those around us.
3. Defining Moments – We take the time to recognise achievements, support one another, and create a culture where everyone feels valued.
This is a workplace where your work is respected, your contributions matter, and you're part of something with real momentum.
About the Role
We are a tight-knit team — supportive, skilled, and truly collaborative. The culture is rare; no hierarchy, no ego, and plenty of mutual respect.
In this role, you'll be working closely with the Patient Experience Team Lead. Once new patients have had their first consultation, this role will help support them through the process on their journey towards and through treatment.
Key Responsibilities
4. Revenue / procedures booked – Take ownership over ensuring patients convert from a yes at their new patient appointment to a paid and booked procedure. Own the pipeline in HubSpot and manage it proactively.
5. Administrative Coordination – Manage patient records in HubSpot and Dental 4 Windows, organize and book treatment schedules, follow‐up appointments, and assist with applications with Supercare. Maintain communication with the Dentists about patients and pipeline.
6. Process Improvement – Identify bottlenecks or barriers in the patient journey. Collaborate with department leads to implement improvements.
7. Direct Patient Support – Manage patient expectations, respond to inquiries within appropriate time frames and provide support through all steps of their treatment journey. Ensure patients are kept engaged and feeling connected and committed throughout the time period from the new patient appointment through to procedure day (and often beyond).
8. Other – Occasional new patient lead calls, front desk support, or other tasks aligned with the role, as required (and once training is complete).
About You
You're someone who takes pride in your work and enjoys being part of a strong, supportive team. You're caring, friendly, and known for your reliable, can‐do attitude.
Applicants must have Australian work rights to be eligible for this position.
You'll bring:
9. Any previous experience in sales is desirable, otherwise patient coordination or other relevant dental experience is desirable but not essential.
10. High "care‐factor" for your role, team, and clients, and you want to create smooth and positive experiences.
11. Very strong organizational skills. You happily juggle many tasks at once and do it well. You love working with simple processes and systems to structure your work, always follow up, and have a strong drive to succeed.
12. Have a strong ability to nurture patients through a sales process, and never let people or opportunities slip through the cracks.
13. A confident, kind, knowledgeable and helpful approach in conversations. You enjoy talking to people on the phone, and can also manage a lot of email and SMS communication too.
14. Happy and able to identify and overcome objections.
15. Ability to influence, but not pressure.
16. You're proactive and take initiative.
17. Communicate clearly, collaborate well, and stay solution-focused.
18. Comfortable discussing high value investments in treatment.
19. No pushy or high pressure sales tactics, however you're still able to achieve or exceed targets.
20. You have integrity and maintain ethics even when it's hard or nobody is watching.
21. Be a part of, and contribute to, a team that's supportive, proactive, and ready to welcome someone who values connection and growth.
22. Experience with CRM systems (HubSpot) and/or Dental 4 Windows is preferable but not essential.
What You'll Get in Return
23. Full‐time pay but every Friday is a day off.
24. Strong remuneration package that has potential to grow as the value you provide patients and the practice grows.
25. Sales with meaning: You'll grow to care about each patient and it will warm your heart to see how getting out of an endless cycle of pain or distress with their teeth can positively change their lives. This is big stuff that matters.
26. A stylish, modern clinic in central West Perth.
27. A welcoming and forward‐thinking team culture.
28. Ongoing development and career progression opportunities.
29. Regular team events and social activities.
Hours
30. 8:00am - 6:00pm Monday‐Wednesdays, and 8:00am‐5:30pm Thursdays. Because we work full‐time hours in four days, we get every Friday off!
31. Potential for further progression depending on career goals, skills, and value.
Remuneration
32. $60,000-$70,000 per year, plus super, negotiable based on experience.
33. In addition, a strong commission structure, paid monthly, is also on offer.
34. Opportunities to grow skills, responsibilities, and associated remuneration are possible.
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