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Facilities Operations Administrative Coordinator

2 months ago

Ozark, Missouri, United States JAMES RIVER CHURCH Full time
Job Overview

Position Summary

The Administrative Support Specialist will provide comprehensive administrative assistance to the Facilities Director and the Facilities Department. This role encompasses a variety of tasks related to facilities operations, budget oversight, calendar management, and coordination of facility activities, ensuring the team operates smoothly and effectively.

Key Responsibilities

General Duties:

  • Manage and filter incoming communications for the Facilities Director.
  • Perform clerical tasks such as photocopying, mailing, and organizing files.
  • Organize and coordinate meetings, prepare agendas, schedule appointments, and arrange travel for the Facilities Director.
  • Oversee inventory of office supplies and manage procurement.
  • Develop, update, and maintain systems and documentation as required.
  • Assist the Facilities Director in addressing inquiries related to construction, projects, events, and daily operations.

Human Resources & Financial Management:

  • Act as a liaison between Human Resources and the Facilities Team.
  • Reconcile payroll records for the Facilities Team.
  • Support the Accounting Department in acquiring current vendor certificates of insurance and vendor documentation.
  • Monitor and manage a comprehensive budget under the guidance of the Facilities Director.
  • Verify coding and authorize accounts payable invoices and transactions.
  • Compile and prepare budget proposals.
  • Oversee departmental changes and communicate staff issues to the Facilities Director.

Facilities Coordination:

  • Serve as the representative for the Department in the absence of the Director.
  • Prepare weekly, monthly, and annual reports.
  • Plan and coordinate operational procedures, systems, and strategies to enhance efficiency.
  • Manage departmental communication systems and equipment.
  • Supervise assigned personnel.
  • Coordinate Community Service volunteers.
  • Oversee key management and related processes.
  • Maintain familiarity with the Church calendar and work order management software, ensuring effective team coordination.
  • Responsible for the setup and breakdown of events as indicated in the Church Calendar.
  • Collaborate closely with the Calendar Coordinator, Facility Coordinator, and Budget Coordinator, conducting regular meetings to ensure proper training and address any concerns.

Qualifications:

  • An associate's degree in business, accounting, office administration, or a related field is preferred.
  • A minimum of three (3) years of experience in administrative roles.
  • At least three (3) years of supervisory experience managing a team of three (3) or more.
  • Ability to lead effectively, demonstrate friendliness, and handle confrontations with grace.
  • Exhibit sound judgment, integrity, responsibility, and punctuality in professional standards.
  • Maintain professionalism and confidentiality at all times.
  • Knowledge of modern office practices, procedures, and equipment, along with proficiency in English language skills.
  • Capacity to engage positively with individuals at all levels within the organization.
  • Strong analytical abilities and the capacity to make independent decisions.

Skills & Competencies:

  • Proficient in Microsoft Office Suite and Adobe software.
  • Effective verbal and written communication skills.
  • Able to establish and maintain productive working relationships with colleagues, community organizations, and the public.
  • Capable of managing time and multiple priorities to meet deadlines.
  • Ability to thrive in a fast-paced environment while adhering to critical deadlines.

Code of Conduct:

Staff members are expected to uphold the values and mission of James River Church, demonstrating integrity, loyalty, and a commitment to fostering a positive community environment.

Core Values:

  • Joy: Approach every interaction with a positive attitude.
  • Enthusiasm: Show passion for your role and the mission of the church.
  • Encouragement: Foster a supportive atmosphere for colleagues and community members.
  • Compassion: Represent the love and care of the organization in all interactions.
  • Service Orientation: Always seek to assist others and provide support where needed.