Administrative Coordinator

Job Summary

This position is generally the first point of contact for our company with the public.  You will interact on the telephone and in person with client families and must be courteous, professional, and helpful.  You will provide administrative support to families, funeral directors, managers, and co-workers.

Essential Job Duties and Responsibilities 

  1. Demonstrate Core Values of Excellence, Trust, Care and Growth in performing all aspects of position.
  2. Maintain a positive work environment by behaving and communicating in a manner so that you get along with families, co-workers, and management.
  3. Provide first point of contact with the public. Answer telephones in a professional manner; greet families and ensure their comfort.
  4. Provide administrative support for funeral directors and managers regarding memorial packages including creating and printing memorial books, acknowledgement cards, memorial folders, Life Story videos, etc.
  5. Main point of contact with accounting department. Answer requests for missing information on contracts, inventory cards, SRS, adjustments, aging reports, etc.
  6. Facilitate completion and submission of Contracts and End of Month reports. (Working fund log, petty cash log, gas receipts, credit card receipts, and Market share report.)
  7. Responsible for writing checks from working fund for cemetery charges, clergy gratuities, etc. Responsible for updating and keeping working fund log accurate at all times.
  8. Responsible for ordering and ensuring appropriate office supplies are on hand.
  9. Assist in the completion and accuracy of necessary reports to the home office in a timely manner.
  10. Responsible for making certain the funeral home/location is “family ready” at any given time. Maintain cleanliness of the reception area, garden rooms and administrative areas within the funeral home.
  11. Assist in the administrative side of completing, checking for accuracy and filing of the necessary forms and documents associated with death including insurance, social security, military, death certificates, etc.
  12. Remain current with all technology the company provides to enhance job efficiency including funeral management software.
  13. May be primary person responsible for scheduling support staff for services. May also serve as liaison between support staff and funeral directors, acting as conduit of information regarding services, family needs and special requests, meetings, and special events, etc.
  14. Open and distribute mail; be a conduit of information in and out of the funeral home/location.
  15. Remain up to date on company learning, policies, and procedures as assigned.
  16. Other business-related duties as assigned.
  17. Light housekeeping to keep the facilities and grounds in perfect order. This includes keeping work areas tidy, picking up litter on the grounds and general straightening up.

Level I – Acts primarily in a receptionist capacity performing the responsibilities in small volume funeral homes/location or as support to another administrative associate. Performs routine duties or assignments as directed.

Level II – Acts primarily as the administrative coordinator to staff at a medium funeral home/location performing both routine and non-routine functions as directed. Uses independent judgment in prioritizing tasks and receives direction and assists multiple funeral directors, co-workers and/or managers.

Level III – Requires extensive knowledge of our business processes, acting primarily as a senior administrative assistant handling large volumes of information, dealing with diverse groups of callers, acting as a liaison with co-workers, other locations/departments, and outside vendors, using independent judgment and recommending changes in office procedures and practices while maintaining high degree of accuracy.

Educational and Skill Requirements

  • Admin I: High school diploma or GED
  • Admin II & III: A two-year college degree or completion of a specialized course of study at a business school or job specific skills acquired through on-the-job training
  • Admin I: A minimum of three months of similar or related experience
  • Admin II: A minimum of one year of similar or related experience
  • Intermediate office skills including computer and digital equipment.
  • Good people skills with ability to relate to a wide range of people
  • Attention to detail with effective written and verbal communication skills
  • Ability to manage time effectively in order to organize and prioritize work load
  • Must be able to effectively communicate with all levels including management, associates, home office and families.
  • Ability to work under time constraints and conform with established schedules and deadlines

The above duties are neither intended to be an all-inclusive list of duties and responsibilities for this position nor are they intended to be a listing of prerequisite skills and abilities. The purpose of this job description is to describe the general nature of the position.