Compassionate Front Office Administrator (Funeral Home)

Heritage Family Funeral Services, Inc; Knoxville (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

Heritage Family Funeral Services, Inc. seeks an Office Administrator to support daily operations and serve as the first contact for families, visitors, and callers with compassion and professionalism.

The role requires discretion, attention to detail, and proficiency in Microsoft Office; familiarity with funeral management software is preferred. This is an on-site position in a respectful, team-oriented environment.

Qualifications

• Prior experience in an administrative or client-facing role, preferably in a professional services, healthcare, or funeral setting.
• Excellent verbal and written communication skills, with the ability to interact with grieving families with compassion and sensitivity.
• High proficiency in Microsoft Office Suite (Word, Excel, Outlook); advanced skills in Excel and SharePoint are preferred.
• Ability to manage multiple tasks and priorities with strong attention to detail and accuracy.
• Familiarity with financial processes, including invoicing, reconciliation, and accounts receivable.
• Notary Public certification is a plus.
• Must successfully pass a background check and possess a valid driver’s license with a clean driving record.

Responsibilities

• Warmly welcome and assist families, visitors, and vendors in person, over the phone, and via email with empathy and professionalism.
• Manage incoming phone calls: respond to inquiries, route calls appropriately, and accurately take and relay messages.
• Collect, record, and relay first-call information promptly to the on‑duty Funeral Director.
• Perform general administrative functions, including data entry, document preparation, and physical/digital file management.
• Prepare, manage, and file necessary documentation such as death certificates, permits, authorizations, and legal service forms.
• Assist with accounts receivable: generate invoices, process payments, and follow up on outstanding balances in a professional manner.
• Support financial processes such as journal preparation, credit card reconciliation, and internal reporting.
• Maintain an organized, presentable, and welcoming front office and arrangement conference space.
• Use Microsoft Office Suite (Word, Excel, Outlook) to prepare and manage correspondence, spreadsheets, and internal documents.
• Create, edit, and print service-related materials, including memorial folders, prayer cards, guest registers, and service programs.
• Assist in coordinating service logistics, obituary submissions, and memorial arrangements.
• Maintain inventory of office and service supplies; place orders as needed.
• Collaborate with funeral directors and managers to support service preparation, scheduling, and administrative needs.
• Use SharePoint, case management systems, and funeral home software for collaboration and document handling.

Skills

Communication skills

Discretion and professionalism

Organizational skills

Team collaboration

Emotional resilience

Tools

Microsoft Office Suite

SharePoint

Funeral management software (e.g., SRS)

Job description

Heritage Family Funeral Services, Inc. seeks an Office Administrator to support daily operations and serve as the first contact for families, visitors, and callers with compassion and professionalism.

The role requires discretion, attention to detail, and proficiency in Microsoft Office; familiarity with funeral management software is preferred. This is an on-site position in a respectful, team-oriented environment.