Administrative Operations Manager

5 days ago

Los Osos, California, United States Service Corporation International Full time

Are you looking for a challenging role where you can utilize your administrative skills and experience to make a meaningful impact? Our team at Service Corporation International is seeking an Administrative Operations Manager to join our Los Osos, CA location. This role will provide the opportunity to work in a dynamic environment, overseeing the operational activities of a funeral home, cemetery, and/or crematory operation.

Job Responsibilities:
  • Collections of all accounts receivable: Ensure timely collection of payments from clients, maintaining a positive cash flow for the business.
  • Verifications and payments of all accounts payable invoices: Oversee the processing and payment of invoices, ensuring accuracy and compliance with company policies.
  • Controls of receipt and deposit of cash payments received: Handle cash transactions efficiently, maintaining accurate records and securing sensitive information.
  • Maintains petty cash account and disburses the same in accordance with company policies and procedures: Manage petty cash funds, adhering to established guidelines and protocols.
  • Reconciliations of all accounts: Perform regular reconciliations to ensure accuracy and identify any discrepancies or anomalies.
  • Cash advance checks: Process cash advance requests, maintaining control and transparency throughout the process.
  • Same Day Check requests: Facilitate same-day check requests, providing efficient service to customers and staff alike.
  • Bank deposits: Ensure timely bank deposits, maintaining a clean and organized workspace.
  • Verifies/audits cash disbursement reports: Review and verify cash disbursement reports, identifying areas for improvement and implementing corrective actions.
  • Tracks Capital Expenditure Authorizations (CEAs): Monitor CEAs, ensuring compliance with company policies and procedures.
Operational Activities:
  • Orders supplies for the office and completes inventory counts: Coordinate the ordering and inventory management of office supplies, ensuring a well-stocked and organized workspace.
  • 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: Oversee the processing and receipt of merchandise orders, maintaining accurate records and controlling inventory levels.
  • Oversees the processing of installation funeral-related orders and orders to the grounds and maintenance departments: Facilitate the processing of installation orders, working closely with various departments to ensure timely completion.
  • Schedules incoming orders and drivers for the ambulate service: Coordinate schedules and logistics for the ambulate service, ensuring efficient and timely delivery of services.
  • Completes various funeral/cemetery reports and files accurately: Prepare and submit accurate reports and files, maintaining a high level of attention to detail.
  • Supports Sales as necessary requiring an understanding of JD Powers: Provide support to the sales team, utilizing knowledge of JD Powers to drive sales growth and customer satisfaction.
  • 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: Prepare and review forms, ensuring accuracy and completeness.
  • Reviews time cards and administers corporate payroll policies and procedures: Oversee time card reviews and payroll processing, ensuring compliance with company policies.
  • 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: Coordinate new hire orientation, ensuring new employees receive comprehensive training and onboarding.
  • Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators: Prepare and analyze reports, identifying trends and areas for improvement.
  • Maintains vehicle records/licenses: Manage vehicle records and licenses, ensuring up-to-date documentation.
  • Processes expense reports: Prepare and submit expense reports, maintaining accurate records and adhering to company policies.
  • Updates General Price Lists (GPLs): Maintain and update GPLs, ensuring accuracy and compliance.
  • Manages all Alarm Systems (codes, working order, etc.): Oversee alarm systems, ensuring functionality and security.
  • Assists with funeral services and "Making Everlasting Memories" (MEMs) as needed: Provide support for funeral services and MEMs, ensuring exceptional customer experiences.
  • Coordinates daily activities with business unit as well as other departments: Collaborate with various departments and teams, driving efficiency and productivity.
  • Trains associates in the proper administration of policies and procedures: Provide training and guidance to associates, ensuring they possess the necessary knowledge and skills.
  • Services customers by interacting with families in a professional and compassionate manner: Deliver exceptional customer service, responding to family needs with empathy and understanding.
  • Maintains and updates customer records: Manage customer records, ensuring accuracy and completeness.
  • Updates company website with current obituaries and ensures obituaries are placed in newspapers: Publish obituaries on the company website and in local newspapers, honoring loved ones and their families.
  • 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: Foster a positive and supportive work environment, encouraging associate growth and excellence.
  • 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: Utilize customer feedback and sales insights to drive improvements in location administration and associate performance.
  • Performs other duties as assigned.

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