Receptionist/Administrative Assistant

Office & Administrative Assistant

Gemstone Memorials Inc. · Youngstown, OH · Full-Time

About Us

Gemstone Memorials is a locally owned memorial company located in Youngstown. We help families honor their loved ones with lasting memorials, and we work closely with funeral homes and cemeteries. We are looking for someone organized and dependable to be the first face and voice families and partners meet when they come to us.

Job Summary

We are seeking a highly organized and professional Office & Administrative Assistant to join our team. The ideal candidate will be the first point of contact for families, partners, and visitors, providing exceptional customer service while managing a variety of administrative tasks. This role requires a blend of strong communication skills, office capabilities, and proficiency with technology to keep our office running smoothly.

Front desk and family care

• Greet and assist walk-in customers and visitors in a friendly, professional manner
• Manage incoming calls, emails, and website inquiries with good phone etiquette
• Handle customer inquiries and provide information about the services we offer
• Talk with families who are often grieving, with patience, compassion, and professionalism
• Schedule appointments for families to meet with our team, review designs, and finalize orders
• Send appointment reminders and follow up with customers

Orders and paperwork

• Enter new orders and keep customer files complete and up to date
• Update families on the status of their proofs, approvals, and payments.
• Prepare and submit cemetery paperwork, approvals, and follow up.
• Maintain an organized filing system, both physical and electronic, so documents are easy to find.

Bookkeeping support

• Create invoices, record payments, and do data entry in QuickBooks and other related systems.
• Follow up on outstanding balances and deposits.
• Help with basic office purchasing and supply tracking.

Coordination

• Act as the main point of contact with cemeteries, funeral homes, and families.
• Pass information from customers, to the design team, and shop.

Office support

• Provide administrative support to staff as needed, including data entry and document preparation
• Assist with office management tasks to keep the workspace running well
• Work with the team to improve office processes and customer satisfaction

What We're Looking For

• 1+ years in an office, administrative, reception, or customer service role
• Strong organization skills and attention to detail; accuracy matters with names, dates, and inscriptions
• A calm, kind demeanor with people going through a difficult time
• Comfortable with computers, email, and basic spreadsheets
• Clear phone and written communication
• Able to manage several tasks at once and follow through without reminders
• Reliable, punctual, and trustworthy with sensitive information

Nice to Have

• QuickBooks or other bookkeeping experience
• Experience in manufacturing, or memorial industry
• Familiarity with CRM or scheduling software

Schedule

Full-time, weekday office hours (Monday–Friday). Saturdays are available but not required.

Pay and Benefits

• Starting at $18/hour, with increases based on experience and capability
• Paid vacation
• Paid holidays

Why Work With Us

• Meaningful work helping families in the community
• Room to grow: pay and responsibilities increase as you build skills
• Stable, local, family-oriented business

Job Type: Full-time

Pay: From $18.00 per hour

Benefits:

• Paid time off
• Retirement plan

Work Location: In person