We currently have a full time opening for an Executive Assistant for a new branch of Funeral Futurist in Victoria, BC that will support local funeral homes. This is an opportunity to grow your career in the funeral, cremation and cemetery services profession.
SPECIFIC RESPONSIBILITIES
Management Administrative Support
- Answers phones, giving information to callers or redirecting calls as appropriate
- Schedules meetings
- Managing emails and other correspondence
- Makes travel arrangements
- Plans events
- Completes management expense reports
- Assists on special projects and other duties as assigned by the management team
- Pulls monthly reports from reporting site and creates spreadsheets for stack rankings and tracking of key performance indicators
- Processes annual funeral home and cemetery license renewals
- Submits continuing education programs for approval by regulatory boards
- Codes and scans of invoices
- Posting online obituaries
- Tracking merchandise inventory
- Schedules call-in appointments for Sales
Staff Administrative Support
- Reviews and processes all required documentation and performs day to day administrative duties for funeral services/ burials and/or cremations in accordance with policies and procedures
- Files and maintains client information for both new business and previous customers
- Maintains office and facility supplies as well as fax machines, copiers and network printers
- Assists Human Resources (HR) with investigations, note taking and other documents
- Administers HR processes including new hire paperwork and background checks
- Schedules new associates for new hire orientation
- Maintains Market Leader files as necessary
- Enters contract details into funeral home management software
- Orders and checks memorial to ensure accuracy
- Works with pre-need arrangements and completes administrative paperwork
- Assists in preparing and generating required reports
- Processes accounts payable and other accounting support transactions
- Maintains processes “SOPs” (Standard Operating Procedures) to ensure compliance with policies and procedures including SOP administration and audit
- Trains others on policies, procedures and new company initiatives
- Performs other duties as assigned
Customer Service
- Receives incoming telephone calls and assist callers with any questions or comments, direct calls to appropriate team members
- May serve as Receptionist to greet and receive client families and / or other persons contacting us via telephone, email and web forms
- Maintains a friendly attitude offering assistance and guidance to all persons contacting firm
Requirements & Qualifications
- High school diploma or GED equivalent
- 3 – 5 years of experience working in a customer-focused and fast-paced professional environment – preferably in a funeral home or cemetery
- Must have advanced typing, computer (Windows & Microsoft Office), internet and word processing skills
- Working knowledge of office equipment including calculators, copiers, printers, fax machines, telephone console
- Effective communication skills both orally and in writing
- Answering telephone courteously and in a polite manner with a goal to meet or exceed internal and external customer expectations
- High level of compassion and integrity
- Problem solving skills
- Ability to multitask and set priorities
- Detail oriented
- Must be able to follow instructions and work with minimal supervision
- Discretion and confidentiality
- Creative and organized
- Excellent customer service skills
- High energy and understands confidentiality matters and documents
- Must have a valid driver’s license
- Occasional evening work
- Bilingual in English and any other language is a plus
For more details contact Robin Heppell, CFSP by TXT to 1-250-686-4576 or by email to [email protected]. Please include your Name and Email Address.
