Job Overview
The Administrative and Facilities Support Assistant is a full-time position that provides centralized administrative and facilities support to church operations and ministries. As an integral member of the staff team, this role works closely with administrative and leadership teams to support the effective functioning of the church office, facilities, and ministries.
This role combines excellent administrative support with hands-on facility coordination, including bookings, rentals, event support, and the day-to-day operation of church spaces. The successful candidate will be detail-oriented, highly organized, and able to develop practical systems that strengthen efficiency and effectiveness. This position reports to the Director of Operations.
Responsibilities
1) Administrative Support
- Maintain and update electronic and physical filing systems, databases, calendars, and event pages.
- Stay informed of church events and ensure accurate, up-to-date information is communicated to relevant staff and teams.
- Order inventory and maintain office and church supplies.
- Manage and organize storage spaces so they remain clean, accessible, and well maintained.
- Coordinate and manage bookings for facilities, rooms, and events.
- Handle incoming and outgoing communications, including email, phone calls, mail, deliveries, couriers, and general office inquiries.
- Perform general clerical duties such as correspondence, printing, photocopying, and document preparation.
- Monitor office equipment and arrange servicing, maintenance, and repairs as required.
- Ensure office spaces remain organized, presentable, and tidy on a daily basis.
- Maintain lost and found processes and respond to related inquiries.
- Manage parking-related matters and inquiries.
- Provide additional administrative support as needed.
2) Facilities Support
- Use facility management and building control software to support monitoring of building systems and facility operations.
- Respond to facility-related incidents in accordance with established emergency protocols, including fire alarms, building evacuations, medical incidents, and other safety events.
- Coordinate facility rentals, including inquiries, bookings, agreements, and required documentation.
- Maintain rental records, including application, billing, and documentation.
- Monitor inventory and rental equipment to ensure supplies are stocked, and equipment is in good working condition.
- Coordinate facility setup and teardown, and conduct regular inspections so spaces are safe, clean, functional, and ready for use.
- Report and follow up on maintenance, repair, custodial, and safety-related issues, coordinating with vendors and service providers as required.
- Collaborate with staff and ministry teams to improve facility operations, rental processes, and user experience.
- Maintain awareness of market trends, rental practices, and market rates.
- Perform other related duties as assigned.
Qualifications
- Demonstrated experience in office administration, facilities coordination, property management, event support, or a related field.
- Strong organizational skills and the ability to manage multiple priorities, deadlines, schedules, and detailed records.
- Excellent interpersonal and communication skills, with a warm and service-oriented approach to staff, congregants, renters, volunteers, and the public.
- Ability to work independently and collaboratively while exercising sound judgment, initiative, and discretion.
- Proficiency with common office software, including word processing, spreadsheets, email, and calendars, and the ability to learn facility management systems quickly.
- Comfort working with facility management and building control software.
- Ability to develop and maintain practical systems that improve office and facility efficiency.
- Physical ability to assist with light setup and teardown tasks, including moving tables, chairs, and basic equipment as needed.
- FOODSAFE Level 2 and current First Aid certification, or willingness to obtain them with employer support upon hiring.
- Experience in a church or nonprofit environment is an asset.
Work Schedule
This is a full-time position with regular weekday office hours and occasional evening or weekend responsibilities related to events, rentals, and ministry support.
Application Process
To apply, please submit a cover letter and résumé outlining relevant experience to Joseph Leong at [email protected] by August 2.
FBC thanks all applicants for their interest. Only those selected for an interview will be contacted.
Pay: $58,000.00-$62,000.00 per year
Work Location: In person
