Facilities Administrative Assistant

The Facilities Administrative Assistant provides administrative and operational support for the church campuses, ensuring facilities are scheduled, maintained, documented, and prepared to support church ministries, events, and outside groups. This position serves as a primary point of contact for campus scheduling and facility-use requests and works closely with staff, vendors, maintenance teams, and outside organizations to coordinate the effective use and care of the campus.

• Manage and maintain the campus-wide facility calendar, coordinating rooms, gym, vehicles, and other campus facilities.
• Review and process space requests, ensuring appropriate facilities are available and scheduled according to campus policies and priorities.
• Identify and resolve scheduling conflicts and communicate changes to appropriate staff and groups.
• Monitor and respond to facility-related emails, phone calls, and requests.
• Maintain organized digital files, contracts, schedules, and facility documentation.
• Communicate facility schedules, maintenance activities, closures, and other important information to staff and campus users.
• Provide general administrative support to the Facilities Department and assist with special projects as needed.

• Serve as a primary point of contact for outside organizations and groups using church facilities.
• Meet with groups before events as needed to review facility expectations, logistics, policies, and campus procedures.
• Respond to facility-use inquiries, rental requests, and scheduling questions in a timely and professional manner.
• Coordinate facility access, setup needs, and other logistical details with appropriate staff.
• Coordinate tech staff for events as needed.

• Assist in scheduling routine and preventative maintenance, inspections, repairs, and required facility services.
• Coordinate maintenance schedules with staff, vendors, and contractors to minimize disruption to campus activities.
• Maintain organized and up-to-date facility records, including maintenance documentation, inspections, permits, service records, and other compliance-related documents.
• Ensure required documentation is readily accessible for inspections and annual reporting.
• Track expenses and monitor spending against approved budgets.
• Prepare and process expense reports, invoices, and other financial documentation.
• Maintain accurate records of facility-related expenses and assist with accounts payable and receivable as needed.

• Assist new CDL Class B drivers through the onboarding and training process.
• Coordinate and schedule permit tests, mandatory training, drug screenings, DOT physical examinations, and other regulatory requirements.
• Schedule and coordinate behind-the-wheel training with qualified instructors and drivers.
• Maintain accurate and up-to-date driver qualification files, including licenses, medical documentation, training records, and required compliance documents.
• Maintain and organize vehicle records and documentation, including registrations, inspections, maintenance records, and other required vehicle documents.
• Track driver and vehicle compliance requirements and follow up on expiring or outstanding documentation.
• Communicate with new drivers, trainers, and other departments to coordinate schedules and ensure requirements are completed on time.
• Maintain organized electronic and physical records while ensuring documentation is readily accessible for audits and compliance reviews.

• Strong…