Administrative Coordinator

Position Purpose

To ensure excellence in customer service, product fulfillment, resource coordination, and general office support in a manner that upholds the ministry’s mission and fosters a warm, welcoming environment for all ministry partners, guests, and team members.

The Resource and Administrative Coordinator plays a dual role in managing the day‑to‑day logistics of ministry resources and providing administrative and hospitality support for the organization. This role is essential to the smooth operation of the ministry’s headquarters and contributes directly to the discipleship mission by ensuring timely delivery of materials and excellent support to staff, vendors, and constituents. The position also supports the Board of Directors and field staff through resource reporting, meeting coordination, and administrative duties.

Additionally, this role includes some back‑end website support for the ministry’s ecommerce platforms.

• Provide Excellent Customer and Fulfillment Service – Process and fulfill orders efficiently while maintaining warm, responsive customer service that reflects the ministry’s values.
• Maintain Resource and Inventory Oversight – Ensure accurate tracking of inventory, coordinate with third‑party vendors and publishers, and support budgeting for materials.
• Deliver Administrative and Office Support – Assist with administrative tasks for the President & CEO and support organizational operations with professionalism and hospitality.
• Coordinate Board and Web Support Activities – Assist with online board meetings, documentation, and back‑end website updates to help sustain smooth ministry operations.

• Welcome guests, answer incoming calls, respond to general ministry emails and ensure a professional and hospitable office environment.
• Provide direct administrative assistance to the President & CEO, including scheduling, communication, and project coordination.
• Assist in organizing meetings, managing calendars, and tracking workflows as assigned.
• Coordinate online Board of Directors meetings, assist in assembling board packets, and prepare meeting minutes for review and distribution.
• Support event planning and hospitality for ministry gatherings, board meetings, or special occasions.
• Coordinate travel, lodging, and transportation logistics for staff or ministry guests when needed.
• Interact with vendors (e.g., suppliers, service providers, tradespeople) for day‑to‑day operational needs.

• Fulfill all website and phone orders, including packaging, labeling, and shipping.
• Monitor and maintain inventory levels for all ministry resources and materials, including those with third‑party vendors.
• Manage account and billing information with shipping and logistics partners (Fed Ex, USPS, UPS, etc.).
• Serve as point of contact for printers and publishers regarding product inventory and production timelines.
• Place inventory orders as needed and assist in preparing related budget documentation.
• Prepare regular resource reports for field staff (Area Directors), ensuring they have up‑to‑date inventory insights and usage trends.
• Provide timely and helpful customer support for all product‑related inquiries or issues.

• Personal commitment to Jesus Christ and alignment with the organization’s Statement of Faith.
• High school diploma required; associate or bachelor’s degree preferred.
• Minimum 2 years of experience in administrative support, customer service, or inventory/fulfillment roles.
• Experience with Microsoft Office (Word, Excel, Outlook); ability to quickly learn internal systems and databases.
• Familiarity with ecommerce platforms such as Woo Commerce or Give Cloud highly preferred.
• Experience with order fulfillment, shipping systems, or inventory platforms is a plus.

• Communication Skills – Strong written and verbal communication across a variety of internal and external stakeholders.
• Customer Service – Ability to provide responsive, friendly, and gospel‑aligned support to ministry partners and customers.
• Organizational Abilities – Skilled at managing multiple tasks, tracking details, and meeting…