Senior Referral Marketing Coordinator

About us:

At Orthodontic Experts, we are committed to delivering exceptional patient care and setting the standard for orthodontic excellence. With 32 locations across the greater Chicagoland area, Wisconsin, and Indiana, and continued growth ahead, we are focused on transforming smiles and making a meaningful impact in the communities we serve.

We are looking for team members who are passionate about high-quality care and align with our Core Values:

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

If you are seeking an opportunity to grow your career in a purpose-driven, patient-centered organization, we encourage you to apply.

Description:

The Senior Referral Marketing Coordinator serves as a key leader within the Referral Marketing team, providing day-to-day guidance, mentorship, and operational support while continuing to manage an assigned referral territory. This role bridges the gap between field operations and leadership by promoting consistency, strengthening training, improving communication, and ensuring referral marketing initiatives are executed effectively across all territories. 

The ideal candidate is a proactive leader who enjoys coaching others, solving problems, and driving continuous improvement while maintaining strong relationships with referring dental partners. 

Duties consist of but not limited to:

Team Leadership & Operational Support 

• Serve as the primary day-to-day resource for Referral Marketing Coordinators by providing guidance on departmental processes, expectations, and best practices. 
• Answer routine questions regarding office visits, referral strategies, scheduling, gifting guidelines, IRA completion, and standard operating procedures. 
• Escalate complex issues to leadership as appropriate while helping streamline communication across the department. 
• Foster a collaborative, supportive team environment by mentoring coordinators and encouraging knowledge sharing. 

Training & Onboarding 

• Assist with onboarding new Referral Marketing Coordinators through administrative training, field training, and process education. 
• Conduct and participate in ride-alongs to reinforce best practices and provide real-time coaching. 
• Support ongoing professional development through scenario training, role-playing exercises, and continuous coaching. 
• Help maintain and improve departmental training materials and standard operating procedures. 

Referral Data & Territory Oversight 

• Review and audit Individual Referral Analysis (IRA) submissions for accuracy, completeness, and consistency. 
• Verify newly referring offices and ensure referral sources are documented correctly. 
• Monitor territory activity to ensure office visits, travel, and gifting efforts are aligned with departmental goals and referral opportunities. 
• Identify trends, opportunities, and areas for improvement within assigned territories and across the team. 

Team Meetings & Collaboration 

• Assist in planning and facilitating regular Dental Relations team meetings. 
• Share referral trends, success stories, best practices, and strategic initiatives. 
• Lead training exercises that strengthen relationship-building skills, office presentations, and referral conversations. 
• Promote collaboration and consistency across all regions. 

Referral Marketing Initiatives 

• Assist with the planning and execution of quarterly referral appreciation programs and gifting initiatives. 
• Coordinate timelines, logistics, and recommendations to ensure successful implementation. 
• Support departmental projects and strategic initiatives that enhance referral growth and partner engagement. 

Territory Management 

• Maintain an assigned referral territory and achieve established performance goals. 
• Build and strengthen relationships with referring dental offices through regular in-person visits and strategic outreach. 
• Represent the organization professionally at networking events, community activities, and educational programs. 
• Execute referral marketing strategies that drive sustainable referral growth. 

• GED or equivalent education required.
• Previous experience in referral marketing, dental relations, healthcare marketing, or a related field preferred. 
• Demonstrated leadership, mentoring, or team support experience. 
• Strong organizational and time management skills with the ability to prioritize multiple responsibilities. 
• Excellent interpersonal, communication, and presentation skills. 
• Ability to coach and motivate others while maintaining positive working relationships. 
• Comfortable analyzing data and identifying trends to improve performance. 
• Self-motivated, adaptable, and solutions oriented. 
• Proficiency with Microsoft Office and CRM or reporting systems. 
• Valid driver's license and ability to travel regularly within assigned territory required.

Working Hours/ Location:

• Base Location: 1700 W Higgins Rd Des Plaines, IL 60018
• Position has a 70%-90% travel requirement
• Hours: 8:00 AM to 5:00 PM
• Occasional Saturdays and holidays availability required

Benefits (for our full-time employees):

• Company vehicle with gas card and toll expenses covered
• Quarterly Bonus Structure
• Paid Time Off
• Holiday Pay
• Medical, Dental, Vision, and Life Insurance
• Accident Insurance
• Short-Term Disability
• Long-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Pet Insurance
• Tuition Assistance Program
• Identity Theft Protection
• MetLife MetLaw Legal Insurance
• Transit Reimbursement - Commuter Account
• Free and discounted Orthodontic Treatment (After 1 year of employment)