Office Manager

Sci Corp; Ponce (PR); On-site; USD 38,000 - 52,000; Full time

Job summary

Sci Corp is seeking an Accounting/Operations Associate in Puerto Rico (Ponce) to manage the accounting function and coordinate office operations for a funeral home, cemetery, and related services. The role ensures accurate cash handling, AP/AR processing, and compliance with company policies while supporting facility maintenance and client services.

The position requires basic accounting experience, strong communication, and the ability to multi-task in a fast-paced environment while upholding

Qualifications

• Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required
• Solid working knowledge of computers, MS Office, e-mail, internet and basic office equipment
• Excellent communication skills both orally and in writing
• High level of compassion, integrity, and confidentiality

Responsibilities

• Verifies/audits cash disbursement reports
• Collections of all accounts receivable
• Verifications and payments of all accounts payable invoices
• Controls of receipt and deposit of cash payments received
• Maintains petty cash account and disburses the same in accordance with company policies and procedures
• Reconciliations of all accounts
• Cash advance checks
• Bank deposits
• Tracks Capital Expenditure Authorizations (CEAs)
• Orders supplies for the office and completes inventory counts
• Coordinates processing of orders including memorials and caskets
• Oversees funeral-related orders and grounds/maintenance orders
• Supports location management with contracts/work orders and timely documentation
• Schedules incoming orders and drivers for ambulate service
• Completes funeral/cemetery reports and files accurately
• Reviews time cards and administers payroll policies
• Ensure new associates receive orientation
• Updates GPLs and obituary postings
• Maintains vehicle records/licenses
• Handles expense reports and HR processes
• Provides a collaborative workplace environment
• Trains associates on policies and procedures
• Interacts with families professionally and compassionately
• Maintains customer records and website obituary updates
• Supports cross-department coordination

Skills

Attention to detail

Excellent communication

Multi-tasking

Discretion/confidentiality

Education

High school diploma or GED

Diploma-training program

Tools

MS Office

Job description

• Verifies/audits cash disbursement reports
• Interment Verification Training (IVT) audits

Our associates celebrate lives. We celebrate our associates.

Manages and coordinates the operational activities of a funeral home, cemetery and/or crematory operation. Ensures the highest quality services and products, to satisfy the need of any client family, to maximize budgeted profit plans for the location, and maintain a positive employee relations atmosphere.

Job Responsibilities

Accounting Function Oversight

• Collections of all accounts receivable
• Verifications and payments of all accounts payable invoices
• Controls of receipt and deposit of cash payments received
• Maintains petty cash account and disburses the same in accordance with company policies and procedures
• Reconciliations of all accounts
• Cash advance checks
• Same Day Check requests
• Bank deposits
• Verifies/audits cash disbursement reports
• Tracks Capital Expenditure Authorizations (CEAs)

Operational Activities

• Orders supplies for the office and completes inventory counts
• Coordinates the processing of orders and receipt of all merchandise orders including memorials and caskets and the control of storage inventory for vaults and markers, urns and caskets
• Oversees the processing of installation funeral-related orders and orders to the grounds and maintenance departments
• Supports location management to ensure all contracts and work orders are completed in a timely manner with proper documentation
• Schedules incoming orders and drivers for the ambulate service
• Completes various funeral/cemetery reports and files accurately
• Supports Sales as necessary requiring an understanding of JD Powers
• Assures compliance with all Company policies and procedures to include
  • Sarbanes Oxley (SOX) audit
  • Dignity University (DU) training
  • Interment Verification Training (IVT) audits
  • Day Sales Outstanding’s (DSO) related to financial and administrative areas
• Assists in preparing and/or overseeing all funeral/cemetery-related forms
• Reviews time cards and administers corporate payroll policies and procedures
• Administers local Human Resources (HR) processes such as processing new hire paperwork, verifying pre-need sales licenses, maintaining employee files and other confidential files (I9’s, etc.).
• Ensures new associates receive new hire orientation
• Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators
• Maintains vehicle records/licenses
• Processes expense reports
• Updates General Price Lists (GPLs)
• Manages all Alarm Systems (codes, working order, etc.)
• Assists with funeral services and “Making Everlasting Memories” (MEMs) as needed
• Coordinates daily activities with business unit as well as other departments
• Trains associates in the proper administration of policies and procedures
• Services customers by interacting with families in a professional and compassionate manner
• Maintains and updates customer records
• Updates company website with current obituaries and ensures obituaries are placed in newspapers
• Provides a collaborative, productive workplace environment for associate growth and development that instills pride, a sense of ownership, and the challenge to associates to exceed expectations
• Behaves in a supportive way to enrich the work environment
• Uses customer feedback in conjunction with Sales to improve location administration and strengthen individual associate performance
• Performs other duties as assigned

Minimum Requirements

Education

• High school diploma, GED or completion of a diploma-training program at a college or technical school

Experience

• Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required

Knowledge, Skills And Abilities

• Solid working knowledge of computers, typewriter, MS Office, e-mail, internet and basic office equipment required
• Excellent communication skills both orally and in writing
• High level of compassion, integrity, and confidentiality
• Problem solving skills
• Ability to multi task and set priorities
• Detail oriented
• Must be flexible and able to function in a face-paced environment

WORK CONDITIONS

Work Environment

• Professional Dress is required when in contact with families.

Work Postures

• Sitting continuously for many hours per day, up to 6 hours per day
• Climbing stairs to access buildings frequently

Physical Demands

• Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage

Work Hours

• Working beyond “standard” hours as the need arises

Postal Code: 00732

Category (Portal Searching): Operations

Job Location: US-PR - Ponce