Office Manager

Service Corporation International; Ponce (PR); On-site; USD 45,000 - 60,000; Full time

Job summary

Service Corporation International in Ponce, PR seeks an experienced operations professional to oversee the combined funeral home, cemetery and crematory operations. You will manage accounting, vendor relations, HR processes and ensure compliance with SOX, DU, IVT, and internal policies while delivering compassionate service to families.

The role requires meticulous bookkeeping, payroll processing oversight, inventory control, and daily reporting.

Qualifications

• Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required.
• High school diploma, GED or completion of a diploma-training program at a college or technical school.
• Solid working knowledge of computers, MS Office, e-mail, internet and basic office equipment required.

Responsibilities

• Oversees accounting functions: AR collections, AP verifications/payments, cash receipts, petty cash, reconciliations, bank deposits, and CEAs tracking.
• Coordinates operational activities: orders, inventory, cemetery/memorial orders, and maintenance coordination.
• Ensures compliance with SOX, DU, IVT audits and DSOs across financial/administrative areas.
• Supports HR processes: new hire paperwork, payroll, employee records, orientation, and confidentiality.
• Generates monthly KPI reports and collaborates with Sales to improve location administration.

Skills

Excellent communication skills

Compassion and confidentiality

Problem solving

Detail oriented

Multi-tasking

Flexibility in fast-paced environment

Education

High school diploma/GED

Tools

MS Office

Job description

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