Digital Lab Admin Assistant (Osstem Digital Lab)

About the role

You will also provide logistics support, including documentation management, inbound/outbound coordination, and courier liaison.

This is a broad, operationally critical role best suited to someone with experience in both administrative and logistics functions who thrives in a fast-paced environment.

1. Case Management & Coordination

• Receive and register incoming digital scans (via Osstem / 3Shape / iTero portals) and physical dental models
• Coordinate order placement with dental lab partners and track production progress through to delivery
• Maintain the Lab Management System (LMS) with real-time case status updates (e.g., In Design, Milling, QC Passed)
• Liaise with dental clinics on case status, delivery timelines, and any order amendments

1. Administrative Support

• Generate invoices for completed cases and dispatch to dental clinics in a timely manner
• Follow up on outstanding payments and maintain accurate billing records
• Reconcile delivery notes and invoices and ensure proper filing

1. Packing & Dispatch
2. Perform physical packing of completed dental prosthetics and surgical guides for outbound delivery
3. Conduct final administrative QC check to ensure correct items are dispatched to the correct clinic
4. Arrange courier and local delivery services; track shipment status and resolve delivery discrepancies
5. Procurement & Inventory

• Source and purchase raw materials, consumables, and packaging supplies (implants, scan bodies, resins, etc.)
• Obtain and compare quotations from approved vendors; liaise with suppliers on lead times and delivery
• Maintain accurate inventory records and flag low-stock levels proactively

1. Logistics & Documentation Support

• Manage inbound and outbound operations including receiving goods, verifying shipment quantities, and coordinating dispatch
• Maintain organised records of all delivery notes, invoices, and shipping documents
• Support the primary logistics coordinator and step in to manage logistics operations independently when required

1. Minimum 1-3 years of experience in an administrative role with exposure to logistics, procurement, or supply chain operations.
2. Prior experience in a logistics, freight, or warehouse environment is an advantage
3. Strong organisational skills with the ability to manage multiple tasks and priorities simultaneously
4. Comfortable with physical packing and hands-on operational tasks, this is not a purely desk-based role
5. Proficient in Microsoft Office (Word, Excel); experience with inventory or order management systems is a plus
6. Detail-oriented with a strong sense of ownership and follow-through
7. Good communication skills for liaising with dental clinics, vendors, and courier partners

What we offer

At Osstem Singapore, we are committed to providing our employees with a supportive and rewarding work environment. In addition to a competitive salary, we offer a range of benefits, including:

1. Comprehensive medical and dental coverage
2. Annual leave and sick leave entitlements
3. A vibrant and collaborative team culture

About us

Osstem Singapore Pte Ltd is a leading provider of dental solutions and services in Singapore. With a reputation for innovation and excellence, we are at the forefront of the digital transformation in the dental industry. Our state-of-the-art digital lab is a testament to our commitment to delivering the highest quality products and services to our clients.

If you're passionate about making a difference in the dental industry and are ready to join a dynamic and growing team, we encourage you to apply for this exciting opportunity.