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VIA Cremations by Aquaterra
Office Experience Coordinator
Career Insights for Administrative Clerk / Coordinator
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Based on California data
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What they do
An Administrative Clerk or Coordinator performs administrative work in an office. Coordinates work to support an office team. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails. May manage office staff expenses, supplies or schedules.
$50,456 / year median in California
-3% projected decline
Job Description
Job Summary VIA Cremations by Aquaterra is seeking a warm, highly organized, and exceptionally detail-conscious Office Experience Manager to serve as the operational center of our office. We care for families during some of the most difficult and vulnerable moments of their lives. This person will often be the first voice a grieving family hears and the first person they meet, making warmth, patience, professionalism, and thoughtful follow-through essential. The Office Experience Manager will oversee incoming communication, case setup, scheduling, office administration, and the physical details that make our space and memorial presentations feel calm, polished, and intentionally cared for. The right candidate notices what others may overlook and can follow established branding, formatting, and presentation standards consistently. Key responsibilities Answer incoming calls and respond to at-need, pre-need, and general inquiries Gather initial information, send approved materials, schedule appointments, and document follow-up needs Create new cases, maintain records, and track forms, payments, signatures, and deadlines Welcome families, visitors, and vendors and prepare meeting spaces Coordinate pickups, document collection, merchandise, and family handoffs Prepare memorial displays, printed materials, keepsakes, and family pickup presentations Ensure all family-facing materials closely follow VIA and Aquaterra brand guidelines Maintain a clean, peaceful, organized, and family-ready office environment Manage calendars, mail, checks, deposits, filing, inventory, supplies, and deliveries Place routine vendor orders and maintain operational trackers Support leadership and coordinate with the funeral director and Family Care Coordinator What we're looking for Warm, composed, and professional with grieving families Exceptionally organized, reliable, and detail-oriented Strong attention to detail and a clear understanding of how presentation affects the family experience Able to follow branding guidelines, templates, and procedures precisely Strong written communication, proofreading, and computer skills Comfortable balancing multiple priorities in a small-team environment Discreet, proactive, and able to recognize when concerns should be escalated Experience in office management, hospitality, event coordination, client service, design-oriented retail, or a similar role is preferred. Funeral-service experience is welcome but not required. About us VIA Cremations by Aquaterra is a local, family-owned cremation provider offering thoughtful, modern end-of-life care throughout the North State, including both flame and water cremation. We believe families deserve an experience that is compassionate, clear, and beautifully considered. To apply Please submit a résumé and a brief note sharing why this role interests you, including any experience creating welcoming environments or maintaining consistent visual and brand standards.