Lead Administrative Assistant

We currently have an opening for a Lead Administrative Assistant at Monterey, CA and Seaside, CA. Lead Administrative Assistants are responsible for various activities, including answering phones, bookkeeping, oral and written communication, data entry, scheduling, secretarial services, and much more.

Overview & Responsibilities:

• Partners with home office accountant and department leaders, i.e., finance, human resources, IT, by maintaining regular ongoing two-way communication
• Holds responsibility for ordering, tracking, delivery, and location of product and document maintenance
• Assists administrative assistants, location leaders, and funeral directors to ensure all open tasks are completed promptly
• Monitors accounts to ensure the company receives all monies owed and accounts are closed where appropriate, including monitoring to verify that claims are collected, credit balances are accurate and refunded where applicable, delinquencies are identified, and collection attempts taken; minor 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, including adherence to receipt book and deposit policies, monitoring all receipts for accurate posting, and following up to resolve any unapplied cash issues
• Updates funeral home website with service and other information as soon as it becomes available
• Works with the accounting team, manages accounts payable processes, including setting up new vendors before 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 and develops new methods in conjunction with the manager of administration and location leader to improve efficiency and accountability while reducing the administrative footprint to better control costs
• Completes monthly and quarterly administrative processes, including inventory, reconciling P-Card account, month, and quarter-end
• Leads weekly update meetings with administrative assistants and location leaders to share and exchange resources and to ensure goals are being
• 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 another applicable computer program)
• Proofs all published materials, paying particular attention to ensure everything is accurate and grammatically correct and acts as quality control for all printed materials
• Holds responsibility 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
• 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 organizational components are completed accurately and timely
• Supports coordination of and participates in assigned staff meetings
• Ensures café is always shown 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 development, and openly communicates to appropriate Team Members areas of successful performance and performance needing improvement to meet business expectations
• 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 the time of arrangement conversation
• Float between three local locations as needed to complete tasks

Requirement & Qualifications:

• High school diploma or the equivalent
• Degree in business is preferred
• Minimum, three to five years of office and customer service experience in the funeral industry is preferred
• Minimum one year of leadership experience is preferred
• Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) 
• Ability to learn and execute multiple software programs in fast-paced environment
• 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 are preferred
• High attention to detail and accuracy, with excellent follow up skills
• Strong communication skills and high levels of compassion and integrity
• Ability to lead and support the customer interaction experience
• Works cohesively with supervisor and builds strong relationships with peers and direct reports
• Ability to collect funds from past due accounts