Job Description
Job Description
POSITION SUMMARY: The Office Assistant serves as the first point of contact for members, guests, and community partners. This role provides administrative support, ensures smooth daily operations, and helps maintain a welcoming and professional environment at the church. The Office Assistant plays a vital part in carrying out Faith Chapel’s mission by offering hospitality, accuracy, and excellence in all administrative functions.
Employment Classification and Schedule: This is a full-time, non-exempt (hourly) position. Daily work hours will be scheduled based on ministry and event needs and may occasionally include evening and weekend hours.
DUTIES AND RESPONSIBILITIES:
- Greet and assist visitors, staff, volunteers, and vendors in a friendly and professional manner
- Answer and route phone calls, emails, and inquiries; provide accurate information about church services, programs, and events
- Address emergencies or security concerns by notifying appropriate staff or authorities
- Provide administrative support to all functioning areas (e.g., policies, and procedures, manuals, forms, Sign presenter display board, and other documents)
- Monitor the voice mailbox and generate monthly reports on incoming call volume
- Monitor, maintain, and coordinate the ordering of office supplies
- Prepare front desk for evening activities (ex: checking in attendees, receiving payments, handling all relevant paperwork, etc.)
- Schedule volunteers and work with staff to ensure volunteers are properly trained and assigned.
- Maintain the Bridge calendar by scheduling appointments, coordinating security, and assisting with the planning and execution of meetings and events.
- Serve as the primary point of contact for potential vendors and customers by responding to inquiries, coordinating event details and facility tours, providing timely follow-up, and connecting them with the appropriate staff or planner with accurate information on availability and event options.
- Facilitate effective communication of event details at the Bridge to staff, volunteers, and participants, ensuring smooth coordination and successful event execution.
- Manage and reconcile credit card transactions for staff members, ensuring accuracy, compliance, and timely reporting
- Establish and maintain excellent customer service standards by conducting ongoing surveys of internal and external customers
- Review event schedules and coordinate facility access to ensure proper opening and closing procedures are carried out in a timely and efficient manner
- Oversee the creation, tracking, and completion of all work request orders, ensuring quality control, efficiency, and timely resolution
- Manage front desk operations, including receiving mail, packages, and deliveries
- Assist with maintaining accurate membership records, contact lists, and databases; collect and process membership fees; and issue membership key fobs.
- Ensure the front desk area is clean, organized, and welcoming at all times.
- Handle sensitive information with discretion and maintain confidentiality.
- Provide administrative and coordination support to the Community and the Serve Day project core team, ensuring effective communication and timely completion of tasks.
KNOWLEDGE, SKILLS, AND QUALIFICATIONS
- Associate or bachelor’s degree preferred.
- 5+ years of experience relevant administrative experience; preferably in church, or nonprofit experience a plus. preferably in a church, nonprofit, or an executive setting
- Proactiveness & Initiative: The ability to take initiative, work independently with minimal supervision, and approach work collaboratively and proactively is highly valued.
- Organizational Skills: A strong ability to create and maintain organized systems, prioritize tasks, and pay close attention to detail is essential.
- Communication Skills: Strong written and verbal communication for interacting with staff, volunteers, donors, and external partners.
- Tech Proficiency: Familiarity with office software, database systems, and potentially project management tools.
- Attention to Detail: Accuracy in record-keeping, document proofreading, and financial tasks.
- Confidentiality: The ability to handle sensitive information with discretion.
- Mission-Driven: A commitment to the organization's goals and values is highly beneficial
- Agree and align with the mission, vision, and doctrinal statement of Faith Chapel
- Must possess a valid driver's license
- Must be able to pass Faith Chapel vehicle training course to drive the organization's vehicles
PHYSICAL REQUIREMENTS:
- Ability to lift and move items up to 25 pounds, with or without reasonable accommodations
- Ability to perform routine physical activities such as standing, walking, reaching, bending and carrying
- Ability to work at front desk and occasionally in outdoor other environments in the Bridge
OTHER DUTIES:
Please note that this job description is not designed to cover or contain a comprehensive listing of the activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.