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Lead Administrative Assistant

Company: Tulip Cremation
Location: Stockton
Posted on: May 16, 2022

Job Description:

Revolutionizing the funeral industry means blazing new trails, creating new ideas, developing strong relationships, preserving legacies, and compassionately caring for Families. With over 200 locations across the country, Foundation Partners Group is continuing to expand our reach, but we only do this with exceptional team members ready to embrace the future of the funeral industry.
Our Team Members are vital to the health of our funeral homes, and we value the insight, ideas, and passion they bring every day to compassionately care for our Families. FPG is transforming the funeral industry one life, one family, and one community at a time. Join us as we revolutionize the funeral industry across the nation.
We currently have an opening for a Lead Administrator at Bay Area in Stockton, CA. A Lead Administrative Assistant's primary responsibility is to provide administrative and clerical support to Managers, Team Members & Client Families. Lead Administrative Assistants are responsible for a variety of activities including answering phones, bookkeeping, oral and written communication, data entry, scheduling, secretarial services and much more. This position is considered a non-exempt position and may or may not have supervisory responsibilities of administrative staff or of a designated function or department.
Role and Responsibilities:

  • Supports the company's commitment to the Purpose and 5 Unique Truths by demonstrating the utmost professionalism and ethical behavior
  • Understands and adheres to Company standard operating procedures and guidelines as outlined
  • Agrees to and supports Company policies/procedures as outlined in the FPG Policy & Procedure Manual
  • Models and demonstrates a positive attitude and harassment free working environment
  • Completes all required learning and development outlined by the company
  • Contributes to the overall efficiency of the location by maintaining open and effective communication and maintaining accurate and timely client files
  • Actively partners with Home Office accountant and department leaders i.e. Finance, Human Resources, IT by maintaining regular ongoing two-way communication
  • Responsible for ordering, tracking, delivery, and location product and document maintenance
  • Partners with Location Leader/s to ensure smooth implementation of any new company initiatives and/or procedures
  • Assists Administrative Assistant/s, Location Leader and Funeral Directors to ensure all open tasks are completed in a timely manner
  • Monitors accounts to ensure the company receives all monies owed and accounts are closed where appropriate. Includes monitoring to verify that claims are collected, credit balances are accurate and refunded where applicable, delinquencies are identified, and collection attempts taken; small balance issues are written off (with approvals)
  • 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
  • Regularly updates funeral home website with service and other information as soon as it becomes available
  • Working with the Accounting team, manages accounts payable process to include: setting up new vendors prior to 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
  • Identifies process improvement opportunities. Develops new methods on conjunction with Manager of Administration and Location Leader to improve efficiency and accountability while reducing the administrative footprint in order to better control costs
  • Completes product inventory
  • Completes monthly and quarterly administrative processes to include: reconcile P-Card account, month and quarter end closing
  • Leads weekly update meetings with Administrative Assistants and Location Leader to share and exchange resources and to ensure goals are being met
  • Actively participates in weekly update calls with Location and Market Leader
  • Responsible for preparing monthly and quarterly Financial and Administrative results for Location Leader
  • 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 other applicable computer program)
  • Proofs all published materials, paying special attention to ensure everything is accurate and grammatically correct. Act as quality control for all published materials
  • Sends outstanding balance statements to Families on a monthly basis, follows up as needed
  • Responsible for multiple components of month-end, quarter-end and year-end close
  • Maintains office equipment as necessary; maintains and orders office supplies routinely
  • Ensures own and direct reports office work area is always presentable
  • Learns to operate new office technologies as they are developed and implemented
  • Manages deliverables; organizes and coordinates work flow, manage multiple tasks, deadlines and projects
  • Assist with special projects and other duties as determined by the Location Leader/s

    Team Members:

    • Holds self and all direct reports accountable for completing all company assigned learning assignments, including compliance i.e. OSHA, FTC, Harassment Prevention
    • Leads Administrative Assistants to ensure administrative components are completed accurately & timely
    • Supports coordination of and participates in assigned staff meetings
    • Ensures Caf is always show ready and assists with maintaining the overall cleanliness and stocking of supplies
    • Oversees staffing to meet business needs, onboarding and training of all New Hires, scheduling, coaching and developing, and openly communicates to appropriate Team Members areas of successful performance and performance needing improvement to meet business expectations

      Client Families:

      • Answers phones and fields questions. Uses phone etiquette as outlined by the company
      • Greets and interacts with customers, handling inquiries and directing them according to specific needs
      • Ensures proper paperwork, including death certificates, obituaries, and permits are completed timely and in accordance with relevant laws and regulations
      • Holds self and all direct reports accountable for utilizing systems/technology provided by the company i.e. Arrangement Conference technology system in place to review contracts and complete necessary forms after time of Arrangement Conversation

        Required Education and Technical Skills:

        • High School diploma or the equivalent
        • Clear understanding of and the ability to use various forms of technology and communications i.e. online portals, social media, email, live webinars, text, phone.
        • Two-year Business Degree - preferred
        • At least three (3) - five (5) years of Office & Customer Service experience - funeral industry preferred
        • A minimum of one (1) year of leadership experience - team lead preferred
        • Highly skilled computer skills in MS Office - Outlook, Word, Excel. Able to use and learn multiple computer software and systems and other office equipment

          Knowledge, Skills, and Ability:

          • Models and demonstrates empathy, emotional intelligence and a mindset of Servant Leadership to all internal and external stakeholders.
          • Demonstrated knowledge & experience of the Funeral Service - preferred
          • Excellent quality and accuracy of work with attention to detail. Ability to concentrate
          • Great customer service and internal service skills
          • Ability to establish and maintain effective internal and external work processes
          • Ability to lead and support the customer interaction experience
          • Works cohesively with supervisor and builds strong relationships with peers and direct reports
          • Strong administrative skills including organizational skills, planning and prioritization, time management while managing multiple Administrative responsibilities.
          • Strong oral communication skills to include the ability to effectively communicate with internal, and external customers, community leaders, clergy and client families via one on one, and/or group settings. Ability to facilitate meetings
          • Ability to pay attention to detail and follow-through on tasks and assignments
          • Strong written communication and grammatical skills, with ability to proof own work and the work of others
          • Strong written communication including attention to detail and follow-through
          • Strong ability to collect funds of past due accounts
          • Strong ability to multi-task - i.e. manage multiple family accounts, answer phones, completion of tasks and duties of the job
          • Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards
          • Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards

            Team Member Benefits Include:

            • Entry-level and experienced professionals; students and veterans - we offer complete career paths regardless of your career and life stage
            • Unique ShareLife technology lets you create one-of-a-kind life celebrations for the families you serve
            • Competitive salaries and performance incentives
            • Team member referral program
            • Medical, dental, prescription and vision insurance
            • Vacation, sick and holiday pay
            • 401k with company match
            • Company-paid life insurance, long-term disability, and short-term disability

Keywords: Tulip Cremation, Stockton , Lead Administrative Assistant, Accounting, Auditing , Stockton, California

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