Address
Form of workPRIMARY OBJECTIVE
The primary role purpose as Administration Officer is to assist the Office Manager in the effective management and coordination of the Parsons offices. Additionally, this role will be focussed on the effective management of the Accounts Payable and Accounts Receivable function. This is achieved by ensuring that all office systems and processes are performed to the required standards to contribute toward a funeral service which is delivered professionally and respectfully; to the customers’ requirements and role modelling the organisation values. This role may be required to support other Parsons locations
SPECIFIC ACCOUNTABILITIES / SUCCESS DESCRIPTORS
Office administration
Provide quality administrative support for the office including:
- Acting as a back up to any of the Parsons locations
- Take calls, meet and greet customers who walk in
- Prepare quotations for services
- Identify and assess the level of financial risk of customers
- Act as the central point of contact for Funeral Directors and Assistants, as well as Catering staff
- Ensure the CRM system is maintained and up to date at all times, with notes included to assist other staff
- Gather accurate information for funeral services
- Use the CRM as a method of triage throughout the day based on resourcing and Customer requirements
- Effectively communicate with other staff of any changes or updates to the daily run sheet, with as much detail as possible
- Ensure the office and chapel location is cleaned and well maintained (cleanliness, office supplies & presentation)
- Enter creditor invoices into the system and file: orders and archiving
- Accounts receivable
- Account reconciliations (MYOB) and balancing receipts
- Prepare and deliver banking
- Arrange and prepare related funeral supplies (flowers, video production, web streaming, catering schedule, print media, music etc.)
- Ensure the accuracy of information drafted for all newspaper notices, and submit the final copy for quality checks
Accounts Administration
Provide quality administrative Accounts support for the Parsons Group including:
- Identify and assess the level of financial risk of customers
- Act as the central point of contact for all Account inquiries
- Ensure the CRM system is maintained and up to date at all times, with notes included to assist other staff Acting as a back up to any of the Parsons locations
- Effectively communicate with other staff of any changes or updates to the customer invoice, with as much detail as possible
- Enter creditor invoices into the system and file: orders and archiving
- Accounts receivable, including effective management and follow up of debtors
- Generate customer invoicing – checking all quotes, billing notes to ensure accuracy
- (Xero) and balancing receipts
- Prepare and deliver banking
- Arrange and prepare trade creditor billing, driving payment terms negotiations
Prepare financial reports monthly and ad hoc on request of senior management
Customer and Supplier coordination
The Administration Officer is regularly the first contact point for customers. The activities include and are not limited to:
- Respond and initiate to calls and email in a timely manner
- Listen actively to meet the needs of families
- Tailor communication to the needs of the customer
- Seek to gather as much information as possible in the first contact, appropriate to the situation and coping needs of the customer
- Provide as much information as possible to the Arranger ahead of the arrangement taking place
- Is up to date with current pricing, suppliers and processes
- Appreciate and respect the unique needs, the diversity of religion and family requirements and recommend accordingly
- Manage and build goodwill with key partnerships such as clergy, celebrants, cemeteries and hire car drivers, hospitals, nursing homes, aged care facilities and other support services to ensure a good working relationship
- Proactively communicate with families to manage progress and any gather outstanding information
- Work to maximise personal productivity by looking for additional responsibilities and helping others during slow times
Risk & compliance
Ensure that risk is being managed across the business by:
• Updating and maintaining a risk register
• Identify any risks or hazards
• Comply with all relevant legislation and regulatory requirements (including Work Health & Safety, manual handling, safe driving, infection control through NSW Health, Fair Work, WHS Act)
• Comply with all policies
• Ensure that all funeral related documentation is completed in full, accurately and in accordance with requirements such as Death notices, hospital, cemetery and other medical requirements
• Identify risks to wellbeing by monitoring self and others through times of stress or exposure to difficult circumstances
• No instances of non-compliance
• Regular maintenance and currency of policy requirements including training
• No significant safety incidents
• Well-being is preserved; counselling services accessed
VALUES AND BEHAVIOURS
As a business, we pride ourselves on the way we serve the community and each other. Our values guide us in making sure the wellbeing of our business is our priority, so that we can do our best by each other and by our customers. As your role within the Company includes operating as part of a team, you are expected to work as a team member, show appropriate behaviours and respect to all our employees and work with a spirit of co-operation.
• Reputation - pride in our service and history
• Cohesive - together we care
• Honest - we do what is right
• Fun - we enjoy what we do
