Receptionist / Office Administrator

Receptionist / Office Administrator

Carewell Cremations and Natural Burial | Fairfax, VA

Job Type: Full-time
Pay: $25.00–$31.25 per hour
Schedule: Monday–Friday, 6:00 a.m.–2:30 p.m. or 7:00 a.m.–3:30 p.m.
Work Location: In person

About Carewell

Carewell Cremations and Natural Burial is a family-owned, women-owned funeral care provider serving Northern Virginia, Maryland, and Washington, DC. We are seeking a compassionate, organized, and dependable Receptionist / Office Administrator to welcome families, assist with their requests, and support our daily operations.

This hands-on position combines reception, scheduling, death certificate preparation, office administration, and service support. The ideal candidate communicates clearly, pays close attention to details, and follows tasks through to completion.

Responsibilities

Reception and Family Support

• Welcome families, visitors, and vendors with warmth and professionalism.
• Answer calls, provide general service information, take accurate messages, and direct questions to the appropriate team member.
• Help clients with requests, paperwork, electronic signatures, appointments, and service updates.
• Release cremated remains to authorized recipients, verifying identification, confirming required documentation, and recording the release according to Carewell procedures.
• Distribute death certificates and personal belongings while maintaining accurate records.
• Coordinate with funeral directors to resolve family questions and concerns.
• Keep reception and family meeting spaces clean, organized, and welcoming.

Daily Scheduling and Coordination

• Prepare and distribute the daily schedule, including appointments, urn pickups, deliveries, viewings, and services.
• Maintain shared calendars and communicate schedule changes promptly.
• Coordinate with funeral directors, transport staff, and crematory staff to confirm timing and necessary preparations.
• Track outstanding tasks and follow up to keep daily operations on schedule.

Death Certificates and Office Administration

• Create and update death certificate records using information provided by families and appropriate professionals.
• Review demographic information for accuracy and coordinate family review before submission.
• Track physician signatures, missing information, and death certificate status.
• Assist with ordering, picking up, scanning, tracking, and distributing certified death certificates.
• Contact doctors, hospitals, and vital records offices for administrative follow-up as assigned.
• Enter and maintain accurate case information in Monday.com and our funeral management system.
• Scan, upload, and organize confidential documents.
• Follow up with families for missing information, paperwork, and signatures.
• Assist with payment collection, receipts, correspondence, office supplies, mail, and deliveries.
• Run office errands, including delivering documents, purchasing supplies, and transporting service materials.

Service and Operations Support

• Help set up and clean up for viewings, funeral services, and celebrations of life.
• Arrange chairs, tables, flowers, photographs, programs, and other service materials.
• Assist during services by welcoming guests and supporting families and staff.
• Assist with removals and transportation of the deceased when needed, following training, safe handling procedures, and team direction.
• Treat every person entrusted to Carewell with dignity and respect.

Qualifications

• Must have a valid driver’s license and a driving record acceptable for operating company vehicles.
• Experience in reception, office administration, customer service, or a related role.
• Compassion and patience when supporting grieving families.
• Strong phone etiquette and written communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and complete timely follow-ups.
• Comfort using email, shared calendars, online systems, and document scanning.
• Ability to handle sensitive information with discretion and confidentiality.
• Dependability, punctuality, and a collaborative attitude.
• Willingness to run office errands, help with service setup, and assist with removals when needed.
• Ability to safely assist with lifting and transferring the deceased using appropriate equipment and team support.
• Funeral home, death certificate preparation, or healthcare office experience preferred.
• Spanish language skills are a plus.

How to Apply

Apply through Indeed with your résumé and a brief introduction describing your relevant experience, availability, and preferred schedule.

Carewell Cremations and Natural Burial is an equal opportunity employer.

Pay: $25.00 - $31.25 per hour

Expected hours: 40.0 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $25 - $31