What are the responsibilities and job description for the Office Manager position at Chestnut Funeral Home?
Position Summary
The Office Manager is responsible for overseeing the daily administrative operations of the funeral home and ensuring a compassionate, professional, and well-organized experience for families, staff, and external partners. This role manages office workflows, records, scheduling, billing, vendor coordination, and customer service while supporting a respectful and efficient environment.
Key Responsibilities Office Operations
- Manage day-to-day front office and administrative operations
- Maintain organized filing systems for service records, permits, contracts, and internal documentation
- Oversee office supply inventory and coordinate purchases as needed
- Ensure the office environment is professional, orderly, and welcoming
Family and Client Support
- Greet families and visitors with empathy, professionalism, and discretion
- Answer phones, respond to inquiries, and route communications appropriately
- Support funeral directors and staff with scheduling, paperwork, and service coordination
- Help ensure families receive timely updates and accurate documentation
Scheduling and Coordination
- Coordinate calendars for services, visitations, meetings, and staff schedules
- Liaise with cemeteries, crematories, clergy, florists, and other service providers
- Track deadlines for permits, certificates, and required filings
- Assist with event logistics and preparation for memorial services
Financial and Administrative Support
- Prepare invoices, process payments, and maintain accurate billing records
- Support bookkeeping tasks, reconciliations, and reporting
- Monitor accounts payable and receivable
- Maintain confidentiality of financial and client information
Compliance and Recordkeeping
- Ensure documentation is complete, accurate, and compliant with applicable policies and regulations
- Maintain confidential records related to deceased individuals, families, and business operations
- Support preparation and submission of permits, death certificates, and related forms
- Help uphold privacy, confidentiality, and professional standards at all times
Qualifications
- associate’s or bachelor’s degree preferred
- 3 years of office administration, office management, or related experience
- Experience in a funeral home, healthcare, hospitality, or other sensitive client-facing environment preferred
- Proficiency with Microsoft Office and office management systems
- Strong organizational, multitasking, and time management skills
- Excellent written and verbal communication skills
- Ability to handle sensitive situations with empathy, tact, and professionalism
- Strong attention to detail and commitment to confidentiality
Preferred Attributes
- Calm and compassionate presence
- Strong judgment and discretion
- Ability to prioritize in a fast-paced, emotionally sensitive environment
- Dependable, service-oriented, and highly organized
- Comfortable coordinating across multiple stakeholders and schedules
Work Environment
This role is based on-site in a funeral home office environment and may involve occasional schedule flexibility to support services, visitations, or urgent family needs.
Equal Opportunity Statement
Job Types: Full-time, Contract
Pay: $18.00 - $22.00 per hour
Education:
- Associate (Preferred)
Language:
- Spanish (Preferred)
Work Location: In person
Salary : $18 - $22