Role Summary
SmileLoft Dental is seeking a highly qualified and detail-oriented Dental Inventory & Cost Control Specialist to join our remote operations team. This is a critical, full-time role based in India, working U.S. Eastern Standard Time (EST) business hours to support all 10 of our dental offices across the United States.
The ideal candidate holds a Bachelor of Dental Surgery (BDS) degree and brings deep, hands-on knowledge of dental supplies, lab materials, and equipment procurement. You will serve as the central hub for all inventory oversight, invoice auditing, cost control, and vendor price analysis — ensuring that SmileLoft's supply chain remains efficient, compliant, and cost-effective at every location.
Key Responsibilities
1. Inventory Management — All 10 Offices
- Oversee and maintain accurate, up-to-date inventory records for all dental supplies, lab materials, and equipment across all 10 SmileLoft Dental office locations.
- Establish and enforce standardized inventory tracking protocols and minimum stock thresholds for each office.
- Monitor stock levels daily, identify shortages or overstock situations, and coordinate replenishment in a timely manner.
- Conduct periodic virtual inventory audits and reconcile physical counts reported by office staff against system records.
- Maintain a master inventory database that provides real-time visibility into supply levels at every location.
- Coordinate with office managers and dental assistants to collect accurate consumption data and ensure proper documentation of supply usage.
2. Invoice Auditing & Accounts Payable Oversight
- Review and audit 100% of all incoming invoices from dental labs, supply vendors, and equipment providers before any payment authorization is issued.
- Verify that all invoiced items match corresponding purchase orders, delivery confirmations, and agreed pricing contracts.
- Identify and flag billing discrepancies, duplicate charges, incorrect quantities, or unauthorized purchases for immediate resolution.
- Maintain a meticulous log of all invoices reviewed, discrepancies found, and resolutions applied.
- Liaise with vendors directly or through the appropriate internal team to dispute incorrect charges and ensure credits are applied.
- Ensure all lab invoices are scrutinized for case accuracy — confirming that charges align with cases submitted and completed.
3. Price Shopping & Procurement Optimization
- Conduct daily and weekly price comparisons across multiple vendors for all dental supplies, lab services, and equipment purchases.
- Identify the most cost-effective supplier for each category of product without compromising quality or compliance standards.
- Maintain an up-to-date vendor pricing matrix and benchmark costs to identify trends, price increases, or savings opportunities.
- Proactively research alternative suppliers and negotiate or recommend competitive pricing on behalf of SmileLoft Dental.
- Evaluate all equipment purchase requests by comparing pricing, warranties, and total cost of ownership before recommending approval.
- Produce weekly price-shopping reports with recommendations for cost optimization submitted to leadership.
4. Cost Control & Financial Oversight
- Monitor total supply spend across all 10 offices and track performance against budget targets on a monthly and quarterly basis.
- Develop and maintain cost control dashboards and reports that give leadership clear visibility into expenditure trends.
- Identify areas of unnecessary or excessive spending and propose actionable cost-reduction strategies.
- Enforce purchasing approval workflows — no supply or lab order should bypass the review process.
- Perform monthly spend analysis broken down by office, supply category, and vendor to identify outliers or anomalies.
- Track and report cost savings achieved through price negotiation, vendor switching, and process improvements.
5. Dental Lab Management & Controls
- Serve as the primary point of oversight for all dental lab relationships — tracking cases submitted, turnaround times, and associated costs.
- Cross-reference lab invoices with case logs submitted by each office to verify accuracy before payment approval.
- Monitor lab quality, pricing, and delivery performance and escalate issues to leadership as needed.
- Maintain records of all lab accounts, pricing agreements, and contact information across all vendor relationships.
6. Reporting & Communication
- Provide daily status updates and weekly comprehensive reports to the COO/Practice Administrator covering inventory status, invoice audits, and cost-saving activities.
- Prepare monthly cost control reports with variance analysis comparing actual spend to budget.
- Respond promptly to queries from office managers or leadership regarding supply availability, vendor issues, or pricing inquiries during EST business hours.
- Maintain organized digital records of all purchase orders, invoices, vendor contracts, and audit trails in the company's designated systems.
Required Qualifications
- Bachelor of Dental Surgery (BDS) degree from a recognized institution — required.
- Minimum 3–5 years of experience in dental practice operations, dental supply management, or dental procurement roles.
- Strong knowledge of dental supplies, consumables, instruments, and laboratory materials and services.
- Proven experience in inventory management, cost control, or procurement within a dental or healthcare setting.
- Demonstrated ability to audit invoices and identify billing discrepancies with high accuracy.
- Exceptional analytical and numerical skills with the ability to manage and reconcile large volumes of financial data.
- Excellent written and spoken English communication skills — must be able to work effectively with U.S.-based teams.
- Proficiency in Microsoft Excel, Google Sheets, or similar tools for data tracking and reporting.
- Ability to work full-time on a fixed schedule: Monday–Friday, 8:00 AM–5:00 PM EST from India.
- Reliable high-speed internet connection and a professional home office setup.
Preferred Qualifications
- Experience working with or for multi-location dental group practices (DSOs).
- Familiarity with dental practice management software such as Dentrix, Eaglesoft, or Curve Dental.
- Prior experience in a remote, internationally distributed team environment.
- Knowledge of U.S. dental supply vendors (e.g., Henry Schein, Patterson Dental, Benco, Darby) and dental lab networks.
- Background in financial auditing, accounts payable, or supply chain management is a strong asset.
- Experience with procurement or inventory software platforms.
Core Competencies
- Extreme attention to detail — must be capable of catching errors others overlook.
- High personal integrity and ethical standards in handling financial and vendor information.
- Strong self-discipline and time management to thrive in a fully remote, independent work environment.
- Proactive problem-solving mindset — takes initiative without waiting to be asked.
- Ability to handle a high volume of tasks simultaneously across 10 offices without errors.
- Collaborative approach when working with office managers, vendors, and leadership across time zones.
Work Environment & Logistics
- This is a 100% remote position based in India — no relocation is required or expected.
- The candidate must work standard U.S. Eastern Time (EST) business hours: Monday–Friday, 8:00 AM–5:00 PM EST, which corresponds to approximately 6:30 PM–3:30 AM IST (or 5:30 PM–2:30 AM IST during daylight saving time). Candidates must confirm their availability and commitment to this schedule.
- The candidate must provide their own reliable high-speed internet, computer hardware, and a quiet professional work environment.
- SmileLoft Dental will provide access to all necessary software systems, communication platforms, and data resources.
- Regular video check-ins with U.S.-based leadership and periodic performance reviews will be conducted.
Please share your resume at 8448838618 or call us Monday - Friday (2PM-8PM)
Pay: ₹450,000.00 - ₹550,000.00 per year
Work Location: Remote
