Cemetery Administrative Assistant/ Reception - North York, Canada - Beth Tzedec Memorial Park

Description

Beth Tzedec Memorial Park

Cemetery Administrative Assistant

OVERVIEW:

Beth Tzedec Memorial Park (BTMP) is owned and operated by Beth Tzedec Congregation and has been in operation since the 1950s.

Situated in the Bathurst Street corridor north of Finch Avenue, BTMP is a Jewish memorial park of approximately 40 acres, performing approximately 150+ interments annually, while upholding an exceptionally high standard of customer service and professionalism.

We are hiring an
Administrative Assistant who will report directly to the cemetery's General Manager while supporting the needs of our Property Management team.

The position requires a strong work ethic and the ability to prioritize and juggle multiple projects concurrently.


DESCRIPTION:

Provides administrative support primarily to the BTMP General Manager with secondary support of the Cemetery property management team. Serves as the first point of contact for our cemetery clients.


PURPOSE OF ROLE AND RESPONSIBILITIES:

• Serves as the office first point of contact/ gatekeeper
• Execution of cemetery administrative tasks, including filing and photocopying; providing assistance to funeral directors for burial arrangements.
• Completion of paperwork for sales of cemetery interment rights, product and services and contracts.
• Data entry to CRM, keeping meticulous records

Day-to-Day Responsibilities:

• First Point of Contact/Gatekeeper
• General information requests
• Client grievances
• Calls/dropins
• Funeral requests/liaise with Funeral homes
• Schedule funerals/ unveilings

Administrative Duties:

• Reservations/rights/completion of contracts
• Permits Management: Burial, Monument
• Finance Support: Accounts Payable/Receivables, Invoicing, Payment Processing
• HR administrative support
• Creating CRMaligned customer contact database
• Digitization of all records

-
Scanning/filing/mailing:

• Interment rights contracts
• Burial permits

Project-Based:

• Integration/data entry into new accounting software
• Integration/data into new cemetery software
• Flower program support
• Other duties as needed
• Short and longterm cemetery beautification initiatives
• Profit generating initiatives

General Manager Support:

• Organize daily schedule; coordinate and schedule meetings, arrange Zoom meetings.
• Organize, copy/scan and file physical and digital documents.
• Establish, organize, and maintain interdepartment files on the SharePoint site.
• Prepare for and attend team meetings, including taking minutes and coordinating meeting documents.
• Manage confidential human resource files, assisting with documentation supporting the annual performance review process.
• Manage expenses for Executive Director and Facility Manager.
• Other duties which may arise.

Office Management:

• Oversee the efficient running of the Administration office.
• Supervise Receptionist on daytoday basis.
• Lead the venue booking process for meetings and events

POSITION REQUIREMENTS:

• Impeccable attention to detail
• Strong communication skills, both orally and in writing
• The utmost discretion, tact, and professionalism
• Excellent judgment to identify important, timesensitive matters and establish priorities
• A teamoriented professional who is resultsdriven, autonomous, and resourceful
• Strong interpersonal skills and ability to maintain a pleasant disposition under pressure
• Skilled at building effective working relationships with all levels of the organization including the Executive Committee and Board of Directors.
• Experience in general office management
• Strong calendar management skills and attention to detail.
• Proficiency in MS Office (Outlook, Word, Excel, and PowerPoint)

QUALIFICATIONS:

• Post-Secondary degree or diploma
• A minimum of 3 to 5 years of experience supporting middle to senior level management.
• Experience working in cemetery administration is considered an asset.
• Experience working in the Jewish nonprofit community is considered an asset.
• English at mothertongue level required, Russian speaking in addition is considered an asset.

Salary:

$50K-$55K


Job Types:
Full-time, Permanent


Salary:

$50,000.00-$55,000.00 per year


Benefits:

• Dental care
• Extended health care
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• DCS / DEC (preferred)

Experience:

• Administrative experience: 1 year (required)

Language:

• Russian (preferred)

Ability to Commute:

• North York, ON M2R 1Y6 (required)

Work Location:
In person