Administrative coordinator,

About the role

The Administrative Coordinator serves as the operational engine of the church. This role translates the vision of the Senior Pastor, Staff, and committee leaders into actionable results. The Administrative Coordinator ensures that the church’s systems—from database integrity to office management—function with precision and reliability. As a primary point of contact, this individual represents the church to the congregation, community members, and volunteers with warmth, professionalism, and a commitment to relational ministry.

Responsibilities

• Executive & Committee Administrative Support
• Serve as the primary point of contact for the Senior Pastor, Staff, and committee leaders.
• Manage calendars and schedule meetings for staff and committee leaders.
• Facilitate meeting logistics, including setting up Zoom links for committee and staff meetings.
• Proofread all church communications and print materials as needed (e.g., weekly bulletins, reports, etc.).
• Complete special projects and administrative tasks as requested by the Senior Pastor and leadership committees.
• Database & Member Records Management
• Maintain the integrity of the Elexio database for all non-financial member data.
• Maintain detailed, accurate profiles for membership, attendance, and baptisms; ensure duplicate profiles are merged and records are kept current.
• Note: This role does not have access to the financial side of the database.
• Generate regular reports to support staff and committee needs.
• Maintain the church calendar for activities and committee usage, ensuring facility availability.
• Financial Logistics
• Process all cash and check donations received on Sundays and manage the weekly deposit.
• Cook with the Financial Secretary as needed to ensure the accurate transfer of information.
• Facilities, Invoices & Vendor Operations
• Process and organize invoices and reimbursement requests for the Finance Team.
• Serve as the point of contact for church vendors, coordinating maintenance and services as requested by the Trustees.
• Cook with the Trustees to coordinate building usage.
• Office Management & Administrative Continuity
• Maintain and order necessary office supplies.
• Ensure administrative continuity by maintaining clear, organized digital and physical records on OneDrive.
• Manage church correspondence and communications logistics.
• Relational Presence & Volunteer Leadership
• Serve as the primary "face" of the church, responding to inquiries (phone, email, visitors) with a welcoming and relational spirit.
• Collaborate with and support volunteers, recognizing that every interaction is an extension of the church’s ministry.

Qualifications

• Operational Implementation: Highly skilled at turning directives into action; you enjoy seeing tasks through from initiation to completion.
• Relational Intelligence: A warm, proactive communicator who understands that you are the face of the church and maintains high standards for hospitality and volunteer coordination.
• Digital Competency: Proficient in church management software (e.g., Elexio), video conferencing tools (Zoom), and cloud-based file management (OneDrive).
• Attention to Detail: Accurate in data entry (membership/baptism records), diligent in managing the financial deposit process, and thorough in proofreading communications.

Desired Qualities & Qualifications

• An Integrative Mindset: A self-directed leader who can manage complex schedules and information through the lens of Christian hospitality.
• Exceptional Interpersonal Skills: A natural listener who possesses the emotional intelligence to facilitate safe, open conversations with parents and teenagers alike.
• Operational Competence: Proficient in digital organizational tools (Google Workspace, scheduling and email platforms, church management software) to keep communication clear and professional.
• Adaptability: A collaborative spirit (working with parents, youth, volunteers and staff) who is energized by shifting plans to meet people where they are, rather than defending the status quo.
• Accountability & Evaluation: The Coordinator reports directly to the Senior Pastor, participating in weekly supervision meetings to assess program responsiveness and volunteer health. Success in this role will be measured by the depth of congregational engagement, the seamlessness of administrative systems, the implementation of a ministry model that adapts to the community’s voice, and the ability to work well with Senior Pastor, staff and laity for the greater good of the congregation.