Job Description

This role will have oversight of our Northern California markets Travel requirements will be minimal.

The Manager of Administration is responsible for performing general office administrative support functions, ensuring that administrative functions run smoothly, efficiently, and according to Company policies and procedures.

& Responsibilities:

• Greets families and callers, handling inquiries and directing them according to specific needs
• Identifies process improvement opportunities, and develops new methods to improve efficiency and accountability while reducing the administrative footprint to control costs better
• Partners with location leader to ensure smooth implementation of any new company initiatives and procedures
• Preforms ordering, tracking, delivery, location of product and documenting maintenance
• Assists location leader and funeral directors to ensure all open tasks are completed promptly
• Monitors accounts to ensure the company receives all monies owed and accounts are closed where appropriate, this includes monitoring to verify that claims are collected, credit balances are accurate and refunded where applicable, delinquencies are identified, and collection attempts took; minor balance issues are written off
• Ensures all funeral service delivery items, such as cremation permitting, death certificate filing, forwarding of trust delivery documentation, case file maintenance, etc., are carried out professionally and promptly
• Manages the accounts receivable process to include: adherence to receipt book and deposit policies, monitoring all receipts for accurate posting, and following up to resolve any unapplied cash issues
• Works with the accounting team, manages accounts payable process to include: setting up new vendors before use, maintaining updated files and insurance documents on service vendors, ensuring that all payables are accurately coded and submitted to appropriate management and that any account discrepancies are addressed and resolved
• Completes monthly administrative processes to include: reconciling P-Card account, month-end closing
• Prepares for and participates in monthly financial review
• Performs layout and production of all family-facing products: video tributes, memorial books, service folders/programs, obituaries, or other forms in the required format (Advisor, Microsoft Word, or another applicable computer program)
• Proofs all published materials, paying particular attention to ensure everything is accurate and grammatically correct. Act as quality control for all printed materials
• Updates funeral home website with service and other information as soon as it becomes available
• Maintains office equipment as necessary; maintains and orders office supplies on a routine basis, and ensures office work area is always presentable
• Learns to operate new office technologies as they are developed and implemented
• Manages deliverables; organizes and coordinates workflow, manages multiple tasks, deadlines, and projects
• Provides leadership, coaching, and mentoring to the funeral home staff and reviews and monitors staff performance, ensuring customer services meet the high standards set by our company
• Hires, trains, and retains high-quality team members, while promoting teamwork and collaboration; motivating high performance
• Ensures proper paperwork, including permits and certificates, is timely and according to relevant laws and regulations

Requirements & Qualifications:

• Minimum of three years experience in management
• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint)
• Strong verbal and written communication skills
• Ability to communicate effectively with internal and external customers, community leaders, clergy, and grieving client families
• Maintains a positive attitude and working environment
• High attention to detail and accuracy, with excellent follow up skills
• Position requires some heavy lifting, pushing, and pulling
• Valid state-issued driver's license with a clear driving record