Facility Coordinator and Church Administrator

Are you looking for a meaningful role that combines your organizational skills, attention to detail, and passion for serving the community? In this position, you'll play a vital role in overseeing the general operations of our church and ensuring that our facilities are well-maintained and ready to welcome various groups. With a flexible work schedule and competitive compensation, this is an opportunity to make a difference in the lives of many.

Key Responsibilities:

Office Administration:

Manage the church program calendar, ensuring smooth scheduling.

Collaborate with the team in weekly staff meetings to coordinate information.

Be present to open and close office during business hours (Currently 9:00 AM – 2:00 PM)

Order and maintain office supplies for efficient operations.

Handle incoming mail and distribute it accurately.

Assist with managing personnel files and new hire materials.

Support the Director of Program Ministries in maintaining the church database system.

Coordinate the procurement of supplies for Sunday mornings (Flowers, communion supplies, coffee supplies, etc.)

Oversee and schedule office volunteers.

Occasional desktop publishing projects (e.g. Memorial service bulletins, signs, posters, handouts)

Provide a friendly and welcoming presence to all visitors.

Facility Coordination:

Primary Systems:

Ensure the proper functioning of all facility/plant systems and equipment.

Serve as the primary contact for outside vendors, scheduling and overseeing maintenance work.

Collaborate in sourcing new vendors and contracts when necessary.

Develop and implement an annual work plan for facility maintenance.

Manage the issuance and collection of facility keys for staff and groups.

Coordinate church landscape contracts and act as the point of contact for the landscape provider.

Ensure compliance with city codes and regulations.

Supervise maintenance and custodial personnel.

Facility Use Coordination:

Maintain and oversee the campus event calendar, scheduling both church and non-church groups.

Consult with the Pastor and Director of Program Ministries to minimize impacts on church ministries.

Create and manage facility use contracts for non-church events, including billing and collection.

Serve as the primary contact for all groups using the church premises.

Maintain records and information related to non-church groups.

Coordinate onsite service for cellular leases and parking lot usage.

Liaise with adjacent property owners as necessary.

Board of Trustees Liaison:

Represent the staff in interactions with the Board of Trustees.

Respond to occasional emergencies and alarms or contact appropriate church representatives.

Provide financial and budget data for annual planning.

Prepare reports for Board of Trustees meetings.

Address maintenance issues related to the church property and parsonage.

Interact with the church insurance provider, including filing and following up on claims.

Required Skills:

Excellent attention to detail.

Strong organizational skills with the ability to streamline processes effectively.

Outstanding interpersonal skills for effective communication.

Prior experience in facilities coordination or completion of a facilities management course is advantageous.

High School Diploma or GED; Bachelor's or Associate degree in project management or related fields is a plus.

Demonstrated proficiency in computer skills (Mac based), including event reservation systems, spreadsheets, word processing, and basic desktop publishing. (Working knowledge of Microsoft Office products and Apple Pages essential.)

Ability to prioritize tasks and work independently.

General knowledge of primary facility systems, such as HVAC, plumbing, and electrical.