Part-Time Administrative & Facilities Coordinator

About the role

Vintage Pasadena is looking for a warm, organized, practical, and detail-oriented person to help keep our office and building running smoothly. This role combines office administration, facilities coordination, and day-to-day operational support, allowing our ministry team and Operations Director to focus on leadership, ministry, and long-term priorities. The right person is someone who naturally notices what needs attention, follows through on details, and enjoys creating order in a busy environment.

Reports To: Operations Director • Location: Pasadena, CA • Status: Part-Time

Responsibilities

• Manage the general office phone and email; respond to or route routine inquiries
• Maintain digital and physical records, filing, and administrative documentation
• Provide routine scheduling and calendar support
• Coordinate mail, packages, and office deliveries
• Complete routine administrative tasks such as deposits, data entry, and paperwork
• Capture and distribute action items or notes from designated staff meetings
• Monitor and restock office supplies and shared resources
• Serve as a day-to-day point of contact for building and facilities needs
• Coordinate access for staff, guests, vendors, renters, and other building users
• Maintain keys, access information, and basic building records
• Coordinate with cleaning, handyman, maintenance, security, and other building vendors
• Help ensure offices, common areas, and event spaces are clean, stocked, and ready for use
• Support routine building inspections, safety procedures, and emergency preparedness
• Support scheduling of church and shared spaces
• Assist with facility logistics for church events, weddings, rentals, and visiting groups
• Support tours, move-ins, and other routine needs for tenants and space-sharing partners
• Help maintain organized information about space use, supplies, equipment, and facility needs
• Provide practical support to staff as needs arise within the scope of the role
• Help identify gaps, recurring issues, and opportunities to improve day-to-day operations
• Maintain simple checklists, schedules, and systems that help the office and building run reliably
• Communicate issues clearly and escalate financial, safety, strategic, or property decisions to the Operations Director

Requirements

• Naturally notices what needs to be done and takes ownership
• Thrives in routine and finds energy in consistency
• Detail-oriented and catches what others miss
• Practical problem-solver who stays calm when plans change
• Warm and relational while able to maintain appropriate boundaries
• Communicates clearly and follows through independently
• Comfortable coordinating with staff, vendors, guests, renters, and building partners
• Enjoys keeping physical spaces, systems, and details organized
• Able to distinguish between routine issues that can be handled independently and issues that need to be escalated
• Team-first attitude; serves faithfully without needing to be at the center

Qualifications

• Prior experience in office administration, facilities, hospitality, property, event operations, or a similar coordination role preferred
• Strong organizational and follow-through skills
• Comfortable with Microsoft Outlook and basic office technology
• Experience coordinating vendors, maintenance, facilities, or physical spaces is a plus
• Planning Center familiarity a plus; training available
• Experience with property management or commercial building operations is a plus and may provide opportunity for future growth
• Committed follower of Christ with an active involvement in a local church community

Schedule

Hours: Monday‑Thursday | 9am‑2pm