Office Manager

6 months ago

Port Alberni, Canada Chapel of Memories Funeral Directors Full time

Manages and coordinates the operational activities of a funeral home, cemetery and/or crematory operation. Ensures the highest quality services and products, to satisfy the need of any client family, to maximize budgeted profit plans for the location, and maintain a positive employee relations atmosphere.

**JOB RESPONSIBILITIES**

**Accounting Function Oversight**
- Collections of all accounts receivable
- Verifications and payments of all accounts payable invoices
- Controls of receipt and deposit of cash payments received
- Maintains petty cash account and disburses the same in accordance with company policies and procedures
- Reconciliations of all accounts
- Cash advance checks
- Same Day Check requests
- Bank deposits
- Verifies/audits cash disbursement reports
- Tracks Capital Expenditure Authorizations (CEAs)

**Operational Activities**
- Orders supplies for the office and completes inventory counts
- Coordinates the processing of orders and receipt of all merchandise orders including memorials and caskets and the control of storage inventory for vaults and markers, urns and caskets
- Oversees the processing of installation funeral-related orders and orders to the grounds and maintenance departments
- Supports location management to ensure all contracts and work orders are completed in a timely manner with proper documentation
- Schedules incoming orders and drivers for the ambulate service
- Completes various funeral/cemetery reports and files accurately
- Supports Sales as necessary requiring an understanding of JD Powers
- Assures compliance with all Company policies and procedures to include
- Sarbanes Oxley (SOX) audit
- Dignity University (DU) training
- Interment Verification Training (IVT) audits
- Day Sales Outstanding’s (DSO) related to financial and administrative areas
- Assists in preparing and/or overseeing all funeral/cemetery-related forms
- Reviews time cards and administers corporate payroll policies and procedures
- Administers local Human Resources (HR) processes such as processing new hire paperwork, verifying pre-need sales licenses, maintaining employee files and other confidential files (I9’s, etc.).
- Ensures new associates receive new hire orientation
- Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators
- Maintains vehicle records/licenses
- Processes expense reports
- Updates General Price Lists (GPLs)
- Manages all Alarm Systems (codes, working order, etc.)
- Assists with funeral services and “Making Everlasting Memories” (MEMs) as needed
- Coordinates daily activities with business unit as well as other departments
- Trains associates in the proper administration of policies and procedures
- Services customers by interacting with families in a professional and compassionate manner
- Maintains and updates customer records
- Updates company website with current obituaries and ensures obituaries are placed in newspapers
- Provides a collaborative, productive workplace environment for associate growth and development that instills pride, a sense of ownership, and the challenge to associates to exceed expectations
- Behaves in a supportive way to enrich the work environment
- Uses customer feedback in conjunction with Sales to improve location administration and strengthen individual associate performance
- Performs other duties as assigned

**MINIMUM Requirements**

**Education**
- High school diploma, GED or completion of a diploma-training program at a college or technical school

**Experience**
- Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required

**Knowledge, Skills and Abilities**
- Excellent communication skills both orally and in writing
- High level of compassion, integrity, and confidentiality
- Problem solving skills
- Ability to multi task and set priorities
- Detail oriented
- Must be flexible and able to function in a face-paced environment

**Work CONDITIONS**

Work Environment
- Professional Dress is required when in contact with families.

Work Postures
- Sitting continuously for many hours per day, up to 6 hours per day
- Climbing stairs to access buildings frequently

Physical Demands
- Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage

Work Hours
- Working beyond “standard” hours as the need arises

**Pay**
- $22/hr. - $25/hr

**Job Types**: Full-time, Permanent

Pay: $21.00-$25.00 per hour

Expected hours: 40 per week

**Benefits**:

- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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