Event Manager/Coordinator

The role of an Event Manager/Coordinator at Ingram, Smith, & Turner Mortuary is to cultivate a professional work environment characterized by respect, encouragement, and positivity through effective organization, collaboration, and leadership. Responsibilities include liaising with families to plan, organize, set up, and oversee Tribute Services for their loved ones. Delegating tasks to staff and ensuring their timely completion in adherence to company standards are paramount duties. The ideal candidate for this position should embody traits of energy, sociability, teamwork, a penchant for hands-on learning, and a drive for personal growth. A strong work ethic and self-motivation are essential attributes for success in this role.

***This is a salary paid position. Salary rate is dependent on the experience of the candidate and will be discussed on a personal basis with the applicant. ***

Working Environment and Expectations:

Skills:

• Capable of managing and leading a team
• Proficiency in delivering exceptional customer service
• Possessing a energetic, optimistic, and influential demeanor that enhances our organizational culture
• Demonstrating proper etiquette in all interactions
• Exhibiting adaptability, flexibility, and a sociable nature
• Demonstrating resourcefulness and creative problem-solving abilities, including foresight and proactive planning
• Capability to handle multiple tasks simultaneously
• Practicing meticulous organization with keen attention to detail
• Strong planning skills, including the ability to manage multiple projects and personnel concurrently, prioritize effectively, and fulfill commitments
• Basic computer and IT proficiency, specifically in operating Ingram, Smith, & Turner Mortuary software and tools
• Demonstrating effective written and verbal communication skills with professionalism
• Proficient in customer service practices such as active listening, positive communication, and patience
• Competency in grammar and spelling is advantageous
• Exhibiting exceptional phone etiquette and communication skills

Objectives:

• Customer Service:

Maintain a high level of professionalism during interactions with clients and colleagues, ensuring clear communication with a positive demeanor. Actively listen to customer and staff feedback, address their concerns, and devise effective solutions.

• Administrative Duties:

Handle the planning, organization, setup, and execution of Tribute Services. Coordinate and oversee staff to ensure timely completion of tasks. Manage organizational aspects such as supplies, inventory, paperwork, and office cleanliness.

• Calendar Management and Appointment Scheduling:

Efficiently manage calendars and schedule appointments as necessary.

Responsibilities as the Event Coordinator

• Attend family arrangement meetings alongside the funeral director and diligently document all crucial statistics, service-related details, and other relevant information discussed.
• Conceptualize an appropriate theme for room and service arrangements, memorial items, tribute video, and service video.
• Create and organize personalized and meaningful room or chapel setups, or assemble packages for off-site services according to the chosen theme.
• Develop and produce memorial products aligned with the theme identified by the Funeral Director and family, proceeding with printing upon final approval from all involved parties.
• Manage the disassembly and return of items utilized for service and catering setups, ensuring the area is cleaned and restocked appropriately.
• Arrange catering setups and oversee the cleanup once catering services are concluded.
• Aid in the coordination of orders for caskets, cemetery arrangements, death date inscriptions, and grave opening or closing services.
• Compile and submit Veteran Honor Request forms to the relevant military branch; follow up to confirm the provision of honors for the service.
• Handle the preparation and submission of insurance or payment assistance forms (e.g., Express Funeral Funding, County assistance, Tribal assistance, Veteran assistance, etc.) requiring proper signatures.
• Respond to inquiries via phone and email with professionalism, knowledge, and accurate information, redirecting queries to the appropriate personnel as needed.
• Maintain detailed logs for the Director and Office Case Log, Death date orders, Insurance Log, and Veterans Log.
• Obtain approval from all parties for memorial products, proceeding with printing upon final endorsement.
• Utilize photo editing software to enhance the main photo and edit other images as necessary.
• Sync approved obituaries, main pictures, and service details to the website, ensuring the accurate transfer of data; upload cases to the website and create a basic obituary and stock image for synchronization unless otherwise specified by the family.
• Dispatch death notices and finalized obituaries to newspapers via email.
• Receive, scan, and edit photos for DVD tributes and print images for room setups.
• Review initial data to initiate the draft of the death certificate, verifying the correctness of names, addresses, and pertinent details.
• Scrutinize the Medical Examiner Permit and Cremation Authorization forms for accuracy, requiring the informant and funeral director's signatures before submission.
• Review completed Express Federal Funding forms with the appropriate signatures.
• Prepare and submit insurance or payment assistance forms (e.g., County assistance, Tribal assistance, Veteran assistance, etc.) with the necessary signatures.

Responsibilities as the Manager

• Supervise and maintain organizational standards within the building, encompassing workrooms, catering closets, kitchens, lobbies, visitation rooms, gathering rooms, and all storage areas equipped with shelving and inventory.
• Oversee building and property upkeep, coordinating maintenance schedules as needed and seeking approval from the owner for intricate repairs.
• Ensure up-to-date inventory management and procurement of supplies as required, securing owner approval for specialized or high-budget items.
• Uphold the cleanliness of the building and property.
• Address IT-related issues by reporting technological concerns to the owners for assistance.
• Provide support during audits.
• Enforce compliance with the company's Employee Handbook, policies, and procedures for all staff, and implement disciplinary actions when necessary.
• Facilitate new employee onboarding procedures, including reviewing, discussing, and signing the Employee Handbook, policies, procedures, Boot Camp, and new employee documentation.
• Conduct ongoing training for new employees during their 90-day onboarding period, focusing on tasks and skills outlined in their job descriptions.
• Conduct daily individual meetings with staff members to ensure accurate record-keeping and log maintenance.
• Manage and address complaints, queries, and issues from staff and families, reporting to the Owner(s)/FDIC (Funeral Director in Charge) as required.
• Review and approve staff time records, address any discrepancies, and submit them for payroll processing.
• Maintain and update the on-call staff schedule and coordinate with the ASD answering service daily.
• Approve staff schedule change requests (e.g., vacation, bereavement leave, shift swaps) and report to owners as necessary.
• In the absence of a staff member on leave, the operations manager will assume their duties, except for license-specific tasks (e.g., contracting, embalming, service direction), which will be managed by the FDIC.
• Develop a daily staffing plan and building usage schedule in consultation with the owner, overseeing time management and room readiness throughout the day.
• Review and endorse scheduling requests for meetings, services, urn and jewelry handovers, and DC handovers.
• Ensure the removal van is clean, well-equipped, parked properly, and loaded with a functional cot and removal bag.
• Supervise the daily opening and closing procedures and assign staff duties accordingly.
• Monitor communication logs via Connecteam and 3CX for timely follow-up and ensure all emails are addressed by the close of each business day.
• Manage service bag inventories for building, equipment, and vehicle use, assigning tasks to staff as needed.
• Maintain an automobile maintenance log, schedule routine vehicle upkeep, and seek approval for major repairs as necessary.

Our Mission:

To bind up the brokenhearted, comfort those who mourn, and provide for those who grieve: a crown of beauty instead of ashes, the refreshment of joy instead of mourning, and a covering of praise instead of a spirit of despair. (Isaiah 61:1-3)

Our Vision:

To be an “Oak of Righteousness” in the community: a symbol of strength, a haven of support, and a beacon of light through every season.

Our Values:

• We value Life: God created Man and Woman in His image and that is why each person, no matter the age, race, or religion, will be treated with value.
• We value Servanthood: Death is not an opportunity for profit but is an opportunity to serve you and your loved ones with humility and honor.
• We value Change: We are not married to tradition and will do anything within moral and legal means to exceed your expectations.
• We value Empathy: We understand that grief is unique for each person and we will offer any support, compassion, and strength that you need.
• We value Individuality: No one is the same, nor will your experience be: your life will be celebrated as uniquely as the person you are.
• We value Generosity: The community is not to be served only when coming through our doors, but in any time of need.
• We value Excellence: We believe 99.9% is not good enough and will do anything in our power to give you excellence in everything we do.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Parental leave

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

People with a criminal record are encouraged to apply

Experience:

• Event planning: 1 year (Preferred)

Ability to Commute:

• Yukon, OK 73099 (Preferred)

Ability to Relocate:

• Yukon, OK 73099: Relocate before starting work (Required)

Work Location: In person