Professional Administrator

GetHired, Inc.; Calgary; On-site; CAD 42,000 - 65,000; Full time

Benefits offered by this job

Comprehensive benefits

Piecework program

RRSP matching

Job summary

McInnis & Holloway Funeral Homes in Calgary is seeking a skilled Professional Administrator to provide meticulous, compassionate administrative support to families during funeral arrangements. The role requires professionalism, discretion, and the ability to manage multiple tasks accurately in a fast-paced environment.

The position is full-time (37.5 hours/week) with a rotating schedule that includes every second weekend and statutory holidays.

Qualifications

• Experience providing professional, compassionate administrative support.
• Strong organizational skills and attention to detail in a fast-paced environment.
• Excellent verbal and written communication abilities with families and professionals.
• Ability to manage multiple priorities while maintaining discretion and confidentiality.

Responsibilities

• Serve as a first point of contact for families with compassionate, professional assistance.
• Respond to inquiries via telephone and in-person with discretion and courtesy.
• Document and file First Call information accurately per legal and organizational requirements.
• Assist with administrative tasks related to death-care processes and compliance with provincial legislation.
• Prepare and maintain required legal documents (Form 4s, Death Certificates, Burial Permits, etc.).
• Coordinate with hospitals and other organizations for transfers of decedents.
• Prepare obituaries and publication cost estimates within submission deadlines.
• Maintain detailed service files, planner notes, and contracts.

Skills

Administrative experience

Organizational skills

Communication skills

Time management

Attention to detail

Discretion

Customer service mindset

Background security clearance ready

Tools

Microsoft Office Suite

Google Workspace

Job description

Professional Administrator

McInnis & Holloway Funeral Homes is looking for an experienced Professional Administrator who is exceptionally organized, detail-oriented, compassionate, and able to manage multiple priorities without losing sight of accuracy or service.

Our Administrators play an important role in supporting families throughout the funeral process. The work requires professionalism, discretion, accuracy, and the ability to remain composed while assisting people who may be experiencing an incredibly difficult day.

This role is well suited to someone who enjoys a fast-paced administrative environment, takes ownership of their responsibilities, notices the small details, and genuinely cares about providing exceptional service.

Schedule & Additional Opportunities

This is a full-time position working 37.5 hours per week on a set rotation that includes every second weekend and statutory holidays as scheduled.

Administrators are scheduled to work at different McInnis & Holloway locations throughout Calgary based on operational needs.

For employees interested in additional work, our Piecework Program provides opportunities to take on optional additional shifts and earn above time-and-a-half for those hours.

Your Role as a Professional Administrator

As part of our Administration team, you will provide 5-Star service to families while ensuring accuracy, confidentiality, and compliance with provincial legislation and established company procedures.

Your responsibilities will include:

• Serving as one of the first points of contact for families and providing compassionate, professional assistance during sensitive interactions.
• Responding to telephone and in-person inquiries with professionalism and discretion.
• Receiving and accurately documenting First Call information in accordance with legal, regulatory, and organizational requirements.
• Assisting with the administrative details associated with different cultural and religious death-care practices.
• Preparing, reviewing, filing, and maintaining required legal documentation, including Form 4s, Statements of Death, Death Certificates, Burial Permits, Registrations, and related records.
• Assisting with identifications, visitations, personal effects, and other family requests while maintaining established documentation and chain-of-custody procedures.
• Coordinating with hospitals, care facilities, the Medical Examiner’s Office, and other organizations regarding transfers of decedents into our care.
• Preparing obituaries and publication cost estimates while ensuring accuracy and meeting submission requirements and deadlines.
• Creating, reviewing, and maintaining detailed service files, planner notes, case notes, contracts, and other records.
• Processing payments in accordance with established procedures and financial controls.
• Receiving and distributing mail and shipments and preparing outgoing items.
• Completing general administrative duties including ordering supplies, filing, copying, and booking meeting rooms.
• Managing multiple time-sensitive priorities while maintaining a high level of accuracy and attention to detail.
• Travel to other McInnis & Holloway locations when required.

What Makes a Great Professional Administrator

Our strongest Administrators understand that exceptional service is often found in the details. Families rely on us to get things right, and the work completed by our Administration team directly contributes to the experience they receive.

You are likely to succeed in this role if you:

• Notice details and take the time to ensure information and documentation are accurate.
• Take ownership of your responsibilities and follow tasks through completion.
• Can manage several competing priorities without becoming overwhelmed or losing track of important details.
• Understand that accuracy matters, even when the work is repetitive or the day becomes busy.
• Communicate professionally and compassionately with families, coworkers, and external organizations.
• Exercise good judgment and discretion when working with confidential and sensitive information.
• Follow established procedures consistently rather than creating your own shortcuts.
• Are comfortable asking questions when something is unclear rather than making assumptions.
• Can adapt when priorities change unexpectedly.
• Receive feedback well and apply it moving forward.
• Work independently while also recognizing when another team member or department needs your support.
• Are dependable, punctual, and ready to work when your shift begins.
• Take genuine pride in providing exceptional service, even when much of your work happens behind the scenes.

What You Bring

• Previous professional administrative experience.
• Strong administrative, organizational, and time-management skills.
• Excellent verbal and written communication abilities.
• Fast and accurate keyboarding skills.
• Strong proofreading skills and exceptional attention to detail.
• Proficiency with Microsoft Office and Google Workspace.
• Ability to learn and work confidently within multiple software systems.
• Empathy, compassion, patience, and professionalism.
• Sensitivity and respect for diverse cultural and religious practices.
• Ability to work independently and collaboratively as part of a team.
• Ability to successfully pass background/security clearance.
• A professional 5-Star customer service mindset.
• Willing to wear a company uniform and adhere to our grooming standards.
• Willingness to comply with company policies, procedures, confidentiality requirements, and established administrative standards.

Working in Funeral Service

This is not a traditional office administration position.

Professional Administrators work within an active funeral home environment and interact directly with grieving families. The position requires comfort discussing death and funeral arrangements professionally and working in environments involving deceased individuals.

Administrators may assist with identifications, visitations, personal effects, and other duties that involve proximity to and occasional physical contact with decedents.

Applicants should carefully consider their comfort working within this environment before applying.

Why McInnis & Holloway?

We’ve been serving Calgary families for generations, and we continue to invest in the people, facilities, technology, and programs that allow us to provide exceptional service.

Employees enjoy:

• Comprehensive health, dental, and wellness benefits.
• Team Incentive Program.
• Savings and RRSP matching programs.
• Employee recognition through Kudos — $45,000 in gift cards earned in 2025.
• Accrue vacation hours from day one with no waiting period to use them.
• Team-building programs.
• Sabbatical program for long-service employees.
• Company-provided professional wardrobe, including eligible work suits, dresses, shirts, and shoes.
• Dry-cleaning and shoe-polishing services.
• Professional development, training, and cross-training opportunities.
• Modern facilities and professional working environments.
• Opportunities for additional work through our optional Piecework Program.
• No “just deal with it” or “it’s always been that way” mentality. We listen, adapt, and improve.

Where Compassion Meets Excellence

McInnis & Holloway is looking for someone who understands that Professional Administration in funeral service is about much more than answering phones and completing paperwork.

The details matter. Accuracy matters. How a family is spoken to matters. Following through matters.

If you’re organized, dependable, compassionate, exceptionally detail-oriented, and take pride in doing your job well, we’d like to hear from you.