Office Administrator - PT

Job Description

Job Description

Why Join Heritage Family? 

Since 1943, Heritage Family has been a trusted name in personal, compassionate care. Our legacy is built on meaningful service, deep respect, and a commitment to honoring every life. 

At Heritage Family, we offer more than a job — we offer purpose. Our team is united by shared values and a mission that matters: 

• Honor Every Life with Compassion: We provide personalized, heartfelt services that celebrate each unique life, meeting families where they are with care and understanding.
• Lead with Innovation and Respect : We blend time-honored traditions with modern approaches to create thoughtful, meaningful experiences for the families we serve.
• Foster a Culture of Empathy: We care deeply — for our communities and for one another. You’ll join a team that supports and values every voice, empowering you to make a lasting difference. 

A career in deathcare is both a calling and a responsibility. At Heritage Family, you’ll find a supportive environment where you can grow professionally while helping others in some of life’s most tender and meaningful moments.  

Position Summary: 

The Office Administrator plays a critical role in supporting the daily operations of our funeral homes by serving as the first point of contact for families, visitors, and callers. This position requires, compassion, discretion, professionalism, and strong attention to detail. The Office Administrator ensures smooth front office operations while providing vital administrative and financial support to funeral home staff, contributing to the dignified care we provide to families during their time of loss.

Essential Duties and Responsibilities:

• Warmly welcome and assist families, visitors, and vendors in person, over the phone, and via email with empathy and professionalism.
• Manage incoming phone calls: respond to inquiries, route calls appropriately, and accurately take and relay messages.
• Collect, record, and relay first-call information promptly to the on-duty Funeral Director.
• Perform general administrative functions, including data entry, document preparation, and physical/digital file management.
• Prepare, manage, and file necessary documentation such as death certificates, permits, authorizations, and legal service forms.
• Assist with accounts receivable: generate invoices, process payments, and follow up on outstanding balances in a professional manner.
• Support financial processes such as journal preparation, credit card reconciliation, and internal reporting.
• Maintain an organized, presentable, and welcoming front office and arrangement conference space.
• Use Microsoft Office Suite (Word, Excel, Outlook) to prepare and manage correspondence, spreadsheets, and internal documents.
• Create, edit, and print service-related materials, including memorial folders, prayer cards, guest registers, and service programs.
• Assist in coordinating service logistics, obituary submissions, and memorial arrangements.
• Maintain inventory of office and service supplies; place orders as needed.
• Collaborate with funeral directors and managers to support service preparation, scheduling, and administrative needs.
• Use SharePoint, case management systems, and funeral home software for collaboration and document handling. 

Skills and Qualifications

• Prior experience in an administrative or client-facing role, preferably in a professional services, healthcare, or funeral setting.
• Excellent verbal and written communication skills, with the ability to interact with grieving families with compassion and sensitivity.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook); advanced skills in Excel and SharePoint are preferred.
• Ability to manage multiple tasks and priorities with strong attention to detail and accuracy.
• Familiarity with financial processes, including invoicing, reconciliation, and accounts receivable.
• Comfortable discussing sensitive topics and handling emotionally difficult conversations.
• High level of discretion when working with confidential and personal information.
• Experience with funeral home or case management software (e.g., SRS) is highly desirable.
• Notary Public certification is a plus.
• Must successfully pass a background check and possess a valid driver’s license with a clean driving record. Must maintain insurability under company vehicle use policies. 

Skills and Competencies: 

• Emotional resilience, discretion, and professionalism in emotionally charged environments
• Dependable and committed to providing exceptional, compassionate service
• Strong organizational and time-management skills
• Ability to collaborate effectively as part of a team and independently
• Poised and calm under pressure, with excellent problem-solving abilities.
• Demonstrated ability to work effectively as part of a team, maintain professionalism, and support a positive and respectful workplace culture. 
• Technical proficiency in funeral management software and Microsoft Office Suite.

Work Environment and Physical Requirements: 

• Primarily office-based within a funeral home setting, with occasional duties at cemeteries or other locations.
• Frequent interaction with grieving families and the public; must maintain emotional composure and professionalism.
• Must be able to lift or move up to 20 pounds with or without assistance.
• Requires physical mobility: standing, walking, bending, kneeling for extended periods.
• Flexibility in scheduling, including availability for evenings, weekends, holidays, and potential on-call shifts.