Job Opportunity – Facilities Coordinator & Administrator

We Are Hiring! – Walton is looking for a Facilities Coordinator & Administrator to join the office team.

The Facilities Coordinator will be responsible for ensuring that the church building and grounds are well maintained and ready for scheduled activities, through the deployment of custodial staff, external vendors and volunteers. They will also be responsible for the efficient booking and scheduling of church facilities usage, whether for church programs, activities, fundraisers or external renters.

This is a part-time afternoon position, working 18 hours per week, and is eligible for United Church benefits. All our staff work flexibly and, due to the nature of the role, the work schedule may change from week to week.

All applications should be sent to Val Waldron (valwaldron3@yahoo.ca), by Monday, October 7th, 2019.

Job title: Facilities Coordinator & Administrator 

Reports to: Rev. Jim Gill, Minister of Worship, Pastoral Care and Coordination
Liaises with: All Staff, Church Committees & Council Members and other volunteers.
Type of position: Part-time, flexible work schedule in the afternoons.
Hours: 18 per week (eligible for benefits)

General Description:
The Facilities Coordinator is responsible for ensuring that the church buildings and grounds are well maintained and ready for scheduled activities, through the deployment of custodial staff, external vendors and volunteers. They will also be responsible for the efficient booking and scheduling of church facilities usage, whether for church programs, activities, fundraisers or external renters.

Key Priorities:
 Create, implement, and oversee a regular schedule and checklist for routine cleaning and maintenance.
 Select, implement and support an online tool for scheduling church events/rentals
 Review current processes for external rentals and identify opportunities to improve rental revenues, including facilitating increased marketing.
 Provide administrative support to pastoral ministries and outreach.

Skills & Experience:
 Excellent organizational skills
 Good verbal and written communication skills.
 Ability to work flexibly and independently, with minimal supervision.
 Comfortable using and learning various types of office technology and applications, including web-based solutions and Microsoft Office products.
 Ability to supervise others and delegate as required to staff or volunteers.
 Very good interpersonal skills to deal with people both inside and outside of the congregation.
 Can work collaboratively as part of a small team.
 Previous experience in facilities management or similar role an advantage.

Education Requirements:
 Post-secondary education in a relevant subject

Facilities Maintenance & Administration
 Responsible for coordinating ongoing sanitation, maintenance and emergency repairs of the church buildings and grounds.
 Arrange for custodial staff, church volunteers (Property Committee) or vendors/contractors to perform any required works, depending on the situation. Custodial staff will report directly to the Facilities Coordinator.
 Schedule necessary inspections and service calls with vendors.
 Liaise with the Property Committee as necessary, particularly regarding the impact of larger projects on day-to-day activities.
 Create, implement, and monitor adherence to, a regular schedule/checklist for routine sanitation and maintenance.
 Perform regular walk-through inspections of church facilities.
 Complete contract arrangements and deal with the sales/service representatives (in consultation with Finance staff).
 Maintain and renew all office equipment and leases, in consultation with other office users.
 Administer all aspects of safety, security and compliance of church property (e.g. Key registry, Building Regulations, Fire Plan, Insurance, Police Checks & Vulnerable Sector Clearances etc.)
 Oversee vendors commissioned for snowplowing, sprinkler maintenance, and garden upkeep at the manse.
 Monitor use of the parking lot.
 Keep appropriate records of all transactions relating to the role.

Facilities Coordination
 Manage the reservation process for all events, activities, rentals or other usages of church facilities in a centrally maintained online calendar.
 Manage scheduling conflicts with relevant parties (staff, church program leaders, external renters etc.)
 Ensure rooms are ready for scheduled activities at the appropriate time and fit for purpose.
 Oversee and administer all aspects of church space rental, including:
o liaising with renters, agreeing on the price and booking the space
o opening & closing of the building
o room setup and takedown if appropriate
o relevant documentation and insurance certificates
 Create and run a volunteer team to open/close the church for renters.

Service & Ministry Support
 Monitor the general office email account and forward emails to the responsible person or otherwise deal with appropriately.
 Schedule minister’s pastoral visits with the families being visited
 Arrange music supply for special services, weddings and funerals, and on an ad-hoc basis for Sunday services when required.
 Administer funeral services and associated documentation
 Review Sunday bulletins for errors prior to printing
 Arrange Friendship & Visiting team visits & cards
 Maintain lists of Council and committee members including volunteer groups, keeping central files of all meeting minutes.
 Coordinate production of materials for the Annual General Meeting

NOTE: This job description is not intended to be all-inclusive. The employee may be expected perform other related duties as necessary to meet the ongoing needs of Walton Memorial United Church.

Download job description file here

 
 
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