Receptionist / Office Administrator

Receptionist / Office Administrator

**Carewell Cremations and Natural Burial | Fairfax, VA**

**Job Type:** Full-time
**Pay:** $25.00–$31.25 per hour
**Schedule:** Monday–Friday, 6:00 a.m.–2:30 p.m. or 7:00 a.m.–3:30 p.m.
**Work Location:** In person

About Carewell

Carewell Cremations and Natural Burial is a family-owned, women-owned funeral care provider serving Northern Virginia, Maryland, and Washington, DC. We are seeking a compassionate, organized, and dependable Receptionist / Office Administrator to welcome families, assist with their requests, and support our daily operations.

This hands-on position combines reception, scheduling, death certificate preparation, office administration, and service support. The ideal candidate communicates clearly, pays close attention to details, and follows tasks through to completion.

Responsibilities

**Reception and Family Support**

* Welcome families, visitors, and vendors with warmth and professionalism.
* Answer calls, provide general service information, take accurate messages, and direct questions to the appropriate team member.
* Help clients with requests, paperwork, electronic signatures, appointments, and service updates.
* Release cremated remains to authorized recipients, verifying identification, confirming required documentation, and recording the release according to Carewell procedures.
* Distribute death certificates and personal belongings while maintaining accurate records.
* Coordinate with funeral directors to resolve family questions and concerns.
* Keep reception and family meeting spaces clean, organized, and welcoming.

**Daily Scheduling and Coordination**

* Prepare and distribute the daily schedule, including appointments, urn pickups, deliveries, viewings, and services.
* Maintain shared calendars and communicate schedule changes promptly.
* Coordinate with funeral directors, transport staff, and crematory staff to confirm timing and necessary preparations.
* Track outstanding tasks and follow up to keep daily operations on schedule.

**Death Certificates and Office Administration**

* Create and update death certificate records using information provided by families and appropriate professionals.
* Review demographic information for accuracy and coordinate family review before submission.
* Track physician signatures, missing information, and death certificate status.
* Assist with ordering, picking up, scanning, tracking, and distributing certified death certificates.
* Contact doctors, hospitals, and vital records offices for administrative follow-up as assigned.
* Enter and maintain accurate case information in Monday.com and our funeral management system.
* Scan, upload, and organize confidential documents.
* Follow up with families for missing information, paperwork, and signatures.
* Assist with payment collection, receipts, correspondence, office supplies, mail, and deliveries.
* Run office errands, including delivering documents, purchasing supplies, and transporting service materials.

**Service and Operations Support**

* Help set up and clean up for viewings, funeral services, and celebrations of life.
* Arrange chairs, tables, flowers, photographs, programs, and other service materials.
* Assist during services by welcoming guests and supporting families and staff.
* Assist with removals and transportation of the deceased when needed, following training, safe handling procedures, and team direction.
* Treat every person entrusted to Carewell with dignity and respect.

Qualifications

* **Must have a valid driver’s license and a driving record acceptable for operating company vehicles.**
* Experience in reception, office administration, customer service, or a related role.
* Compassion and patience when supporting grieving families.
* Strong phone etiquette and written communication skills.
* Excellent organizational skills and attention to detail.
* Ability to manage multiple priorities and complete timely follow-ups.
* Comfort using email, shared calendars, online systems, and document scanning.
* Ability to handle sensitive information with discretion and confidentiality.
* Dependability, punctuality, and a collaborative attitude.
* Willingness to run office errands, help with service setup, and assist with removals when needed.
* Ability to safely assist with lifting and transferring the deceased using appropriate equipment and team support.
* Funeral home, death certificate preparation, or healthcare office experience preferred.
* Spanish language skills are a plus.

How to Apply

Apply through Indeed with your résumé and a brief introduction describing your relevant experience, availability, and preferred schedule.

Carewell Cremations and Natural Burial is an equal opportunity employer.

Pay: $25.00 - $31.25 per hour

Expected hours: 40.0 per week

Benefits:

* Dental insurance
* Health insurance
* Life insurance
* Paid time off
* Vision insurance

Work Location: In person