Facilities Management Assistant

1 week ago

Ozark, Missouri, United States James River Church Full time
Job Summary

The Administrative Assistant will serve as a key support member to the Facilities Director and Department by providing administrative duties connected with all aspects of facilities management, budget management, calendar coordination, and facility coordination. This role ensures the team has adequate support to work efficiently.

Key Responsibilities
  • General Administrative Duties
    • Answer and screen incoming calls and emails for the Facilities Director.
    • Perform general clerical duties, including photocopying, mailing, and filing.
    • Schedule and coordinate meetings, agendas, appointments, and travel for the Facilities Director.
    • Manage office supplies and stock, and place orders.
    • Manage, create, and revise systems and documents as necessary.
    • Assist the Facilities Director with addressing questions related to construction, projects, events, and day-to-day operations.
  • Human Resource and Accounting
    • Liaison between Human Resources and the Facilities Team.
    • Reconcile payroll timesheets for the Facilities Team.
    • Assist the Accounting Department with obtaining current vendor COI's and vendor packets.
    • Monitor, oversee, and manage an extensive budget under the direction of the Facilities Director.
    • Verify coding and approve accounts payable invoices and transactions for remittance.
    • Compile budget proposals.
    • Manage departmental changes and report staff issues to the Facilities Director.
  • Facilities Management
    • Act as an emissary for the Department when the Director is off-site.
    • Compile weekly, monthly, and yearly reports.
    • Plan and coordinate procedures, systems, and devise ways to streamline processes.
    • Manage department radio communication and equipment.
    • Supervise assigned staff.
    • Coordinate Community Service workers.
    • Oversee building key assignments and processes.
    • Have a good understanding of Church calendar and Work Ticket management software and oversee Dream Team coordination when needed.
    • Responsible for all event set-up and tear-down as noted in the Church Calendar.
    • Work closely with the Calendar Coordinator, Facility Coordinator, and Budget Coordinator. Conduct weekly/bi-weekly meetings with the team to ensure proper training and address any issues.
Requirements
  • An associate's degree is preferred in business, accounting, office administration, or another related field.
  • Three (3) years of experience related to administrative duties.
  • Three (3) years in a supervisory role of a minimum of three (3) people.
  • Must be able to lead well, be outgoing and friendly, able to handle confrontation gracefully.
  • Exhibit good judgment, honesty, integrity, responsibility, and punctuality through the utilization of professional work standards.
  • Exhibit professionalism and always maintain confidentiality.
  • Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment; as well as English usage, spelling, grammar, and punctuation.
  • Capacity to interact positively with and provide service to others at all levels within James River Church.
  • Must have strong analytical skills and the ability to make independent decisions.
Knowledge, Skills, and Abilities
  • Skilled in Microsoft Suites and Adobe software.
  • Ability to communicate effectively orally and in writing.
  • Ability to establish and maintain effective working relationships with supervising personnel, coworkers, civic organizations, business professionals, and the public.
  • Ability to get along well with others and handle confidential matters.
  • Ability to manage time and multiple priorities to meet deadlines.
  • Ability to work in a fast-paced environment while meeting critical deadlines.
Code of Conduct and Character

James River Church is Pastor-led, and staff-driven with board oversight. James River Church staff are expected and considered to share in the responsibility of practicing and propagating the Christian gospel message and upholding the doctrine of the Church. As leaders and ministers of the gospel, staff therefore agree to the following:

  • Develop and maintain a close personal walk with the Lord, including daily devotional time and dependence on the empowerment of the Spirit.
  • Develop a strong marriage and family life, including communication and sharing with your spouse.
  • Keep personal finances in order with no delinquencies.
  • Attend all regularly scheduled services in the church.
  • Maintain a high level of personal integrity, honesty, and confidentiality in dealing both with the staff and congregation.
  • Maintain a Christian outlook and attitude at all times.
  • Maintain loyalty to the staff and church, actively promoting unity within the church.
HEART BEHIND ALL WE DO
  • JOY
    • Smile at EVERYONE you encounter.
    • Rejoice in the Lord always.
  • ENTHUSIASM
    • Be enthusiastic about your role, about the church, and about what God is doing in your life and in the church.
    • Zeal for your house has consumed me.
  • ENCOURAGEMENT
    • Be encouraging with your countenance, with your words, and with your actions to the team and to everyone you connect with as you serve.
    • Look for the best in each other, and always do your best to bring it out.
  • LOVE AND CARE
    • Show compassion and represent the love of Jesus.
    • Love each other.
  • SERVANT-MINDED
    • How can we help you with what you need?
    • Connect the individual to someone who can help.

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