Office Coordinator (SD)

Service Corporation International•North Richland Hills, TX

22h•Onsite

About The Position

Our associates celebrate lives. We celebrate our associates. To provide overall administrative support to the sales and services organizations; Provide exceptional customer service support for internal and external customers. Ensure contract and financial transactions are processed timely, accurately, and in accordance with state, company, and SOX requirements. Document and Contract Preparation - Review, audit pre need contracts for completeness and compliance to state, company and SOX regulatory requirements. Ensure all contracts are processed timely and accurately. Bank reconciliation. Customer Service - Answer phones and greet walk-ins in a pleasant and professional manner. Answer customer inquiries, process customer service requests in a timely manner. Check voice messages on IVR and distribute them accordingly. Provide administrative support to the Sales and Services Team. Maintain a neat and orderly office at all times. JOB RESPONSIBILITIES Customer Service - Customer focus in everything we do. Provide quality support to internal and external customers Process all customer service requests within 24 hrs of notification Ensure all messages are responded to within 24 hrs of notification Manage incoming customer calls and resolve customer inquiries/issues in a timely and professional manner Office Support - Sales Team Partner with Sales Manager to achieve an overall high level of office performance Support Sales Team with new sales rep set up, process changes, and contract document training Ensure timely and efficient rollout of new forms - prepare contract packets and laminates Produce and maintain sales reports (Scoreboard, HMIS Sales Report) Ensure sales reps are licensed per state requirements Code and submit Legacy Team Seminar P-Card Receipts for Approval Office Support - Services Team Provide telephone support for Service Department when Funeral Director is unavailable Complete AN first call notification (enter first call into AN Forms System, where available); notify PCC (enter first call in CarePoint 2.0, where available) Enter statistical information into Electronic Death Registration System (EDRS) Process AN cash receipts, process same day checks, upload trust claim paperwork Assist in clearing reworks related to AN contracts Assist in addressing open AR Release cremated remains and/or death certificates to NOK Assist in DC follow-up (reach out to Dr's, ME, etc. for status) Code invoices in Spendsmart for location and submit for approval Weekly follow-up calls with family/NOK (case status) Assist in preparing for PR events Contract Processing - Ensure contracts are processed accurately and timely Assist in entering AN contracts into HMIS Validate all PN contracts to ensure accuracy prior to processing in HMIS Mail copies of PN contract to a purchaser, after the contracts have been entered into HMIS. SOX - Ensure compliance to key controls and maintain an error rate of <5% CRL3 - Bank reconciliation for all financial transactions PNF2 - Ensure contracts are validated before processing PNF3 - Maintain control log electronically (to be kept on server at all times) ARL2 - Ensure report is being printed and reviewed every Monday, with a final monthly report IPC1 - Participate in annual inventory count for merchandise Office Organization - Maintain a neat and orderly office environment Order supplies as needed, keep preneed forms and office supplies stocked Process incoming and outgoing mail; UPS Answer incoming calls and forward to appropriate department or take and distribute messages Forward the phones to the IVR in the evening and unforward in the morning, check messages and respond to any queries Other responsibilities as assigned.

Requirements

High school diploma or Equivalent
3-5 years of recent administrative or customer service experience
Strong Computer Skills
Excellent Administrative Skills.
Excellent Customer Service Skills.
Proficient in Microsoft Office Suite (Word, Excel, Outlook)
Ability to operate office equipment such as photocopiers, printers, fax machines, etc.
Conveys information clearly and concisely in written and spoken communication
Resolves problems and provides solutions to customers in a timely manner
Time management and organizational skills

Nice To Haves

Associates' Degree (Preferred)
1-2 years of industry experience (preferred)

Responsibilities

Provide overall administrative support to the sales and services organizations
Provide exceptional customer service support for internal and external customers
Ensure contract and financial transactions are processed timely, accurately, and in accordance with state, company, and SOX requirements
Review, audit pre need contracts for completeness and compliance to state, company and SOX regulatory requirements
Ensure all contracts are processed timely and accurately
Bank reconciliation
Answer phones and greet walk-ins in a pleasant and professional manner
Answer customer inquiries, process customer service requests in a timely manner
Check voice messages on IVR and distribute them accordingly
Provide administrative support to the Sales and Services Team
Maintain a neat and orderly office at all times
Customer focus in everything we do
Provide quality support to internal and external customers
Process all customer service requests within 24 hrs of notification
Ensure all messages are responded to within 24 hrs of notification
Manage incoming customer calls and resolve customer inquiries/issues in a timely and professional manner
Partner with Sales Manager to achieve an overall high level of office performance
Support Sales Team with new sales rep set up, process changes, and contract document training
Ensure timely and efficient rollout of new forms - prepare contract packets and laminates
Produce and maintain sales reports (Scoreboard, HMIS Sales Report)
Ensure sales reps are licensed per state requirements
Code and submit Legacy Team Seminar P-Card Receipts for Approval
Provide telephone support for Service Department when Funeral Director is unavailable
Complete AN first call notification (enter first call into AN Forms System, where available); notify PCC (enter first call in CarePoint 2.0, where available)
Enter statistical information into Electronic Death Registration System (EDRS)
Process AN cash receipts, process same day checks, upload trust claim paperwork
Assist in clearing reworks related to AN contracts
Assist in addressing open AR
Release cremated remains and/or death certificates to NOK
Assist in DC follow-up (reach out to Dr's, ME, etc. for status)
Code invoices in Spendsmart for location and submit for approval
Weekly follow-up calls with family/NOK (case status)
Assist in preparing for PR events
Ensure contracts are processed accurately and timely
Assist in entering AN contracts into HMIS
Validate all PN contracts to ensure accuracy prior to processing in HMIS
Mail copies of PN contract to a purchaser, after the contracts have been entered into HMIS
Ensure compliance to key controls and maintain an error rate of <5%
Bank reconciliation for all financial transactions
Ensure contracts are validated before processing
Maintain control log electronically (to be kept on server at all times)
Ensure report is being printed and reviewed every Monday, with a final monthly report
Participate in annual inventory count for merchandise
Maintain a neat and orderly office environment
Order supplies as needed, keep preneed forms and office supplies stocked
Process incoming and outgoing mail; UPS
Answer incoming calls and forward to appropriate department or take and distribute messages
Forward the phones to the IVR in the evening and unforward in the morning, check messages and respond to any queries
Other responsibilities as assigned