Administrative Coordinator, Facilities and Grounds

Major Duties

Provide administrative support to the Facility and Grounds Administrator and to the supervisors of the following divisions of the Operations team: Energy Management, Maintenance, Housekeeping, Landscaping, Ball Fields and Turf Management, and Bellevue Woods.

Specific Tasks

• Receive work requests and channel them to the proper divisions of Operations.
• Set up and maintain the work order management system—enter new work orders, assign to the proper department, and review upon completion.
• Receive phone calls and emails for Operations; promptly respond or redirect to the correct person.
• Daily sort all invoices and purchase orders and any other documents that require the signature of the Facilities and Grounds Administrator. Check that all documents have proper signatures and account numbers and make sure total amounts of invoices are within the spending limit. If the amount is over the limit, direct the invoice to the Administrative Pastor’s office to obtain a second signature. Invoices with account numbers that are tracked by the Facilities and Grounds Administrator are copied and recorded on a spreadsheet, filed, and given to the Administrator for his records.
• Maintain the notebook created for capital construction projects and the notebook created for special projects. Enter all expenses charged to the capital budget on a spreadsheet and keep copies in the appropriate notebook.
• Balance the capital construction projects spreadsheet and notebook with the Accounting and Finance office to ensure all expenses are recorded properly.
• Prepare budgeting and accounting reports for Operations.
• Prepare weekly transfer vouchers for Operations and submit them to the Accounting and Finance office.
• Verify that all times entered into ADP are complete and correct. Enter times for those who do not have access to the time system (e.g., Bellevue Woods employees) and for those who call in sick.
• Manually enter time for employees who are unable to punch the clock.
• Weekly approve payroll for Operations.
• Track vacation time, sick time, and bonus time for all Operations employees. Periodically send reports to supervisors of vacation and sick time taken and remaining.
• Calendar any events for the Operations team.
• Monitor the church calendar for events that may pertain to Operations.
• Order supplies for the first aid team.
• Verify the identification, church membership, and involvement of volunteer applicants; contact and review their references. Update volunteer applicants’ data in TouchPoint and deliver the contact information of approved volunteer applicants to their respective ministry leaders.
• Track monthly mileage and invoices for Bellevue Woods; prepare monthly reports and submit to the Accounting and Finance office.
• Receive checks from Bellevue Woods for signature and mailing, verify that invoices are signed for approval, and forward to the business administrator to have checks signed. When the checks are signed, tear them off and mail them to vendors with a payment coupon. Return documentation to Bellevue Woods.
• Track capital expenses for Bellevue Woods in a spreadsheet.
• Maintain a spreadsheet of HVAC unit purchases and evening maintenance of more than 200 units each spring and fall.
• Maintain and process all keys and security access card requests for the entire church.
• Keep the information up-to-date in the ProMaster Key Manager database, CyberLink database, and AccessIt database. Daily enter and delete key requests in these systems. Schedule doors to be locked or unlocked during events.
• Request vehicle tag renewals for all church vehicles. Renew registrations online and charge to the proper departments.
• Maintain the files of all vehicles.
• Monthly prepare fuel management reports and submit monthly transfers of the total cost of fuel used by each department.
• Monthly update the fuel cost in the automated fuel center.
• Issue Fuel FOBs to the necessary employees and monitor usage.
• Reconcile American Express accounts for the Facilities and Grounds Administrator and the Director of Security Services. Collect all receipts and codes for each Amex purchase and attach them to the corresponding Amex statement. Obtain signatures and send the documents to the Administrative Pastor’s office for approval. Maintain copies for Operations.
• Reconcile Amazon accounts for Operations. Collect all receipts and codes for each Amazon purchase and attach them to the corresponding Amazon statement. Obtain signatures and send the documents to the Administrative Pastor’s office for approval. Maintain copies for Operations.
• Reconcile Visa procurement card accounts for Operations. Collect all receipts and codes for each purchase and attach them to the corresponding statement. Obtain signatures and send the documents to the Administrative Pastor’s office for approval. Maintain copies for Operations.
• Process hiring packets for Operations; print required forms from Bellevue’s intranet, coordinate with the applicant to ensure they complete the forms correctly, and submit copies of the proper documentation. Contact and verify references for applicants. Promptly submit the forms and documentation to Human Resources.
• Maintain schedules for the Facilities and Grounds Administrator.
• Coordinate events for Operations.
• Type correspondence sent from the Operations department.
• Pick up and distribute interoffice and external mail to the Operations department and distribute appropriately.
• Greet and welcome visitors, vendors, and salespeople to Operations.
• Keep inventory of office supplies and order more as needed.
• Assist supervisors in ordering equipment or supplies.
• Serve as switchboard relief for morning and afternoon breaks as assigned by the Hospitality Director.
• Cover phones for other coordinators in their absence.

Supervised By

Facilities and Grounds Administrator

Supervisor’s Philosophy

Support every ministry of Bellevue Baptist Church in any way we can.

Co-Workers

The employee will interact with church staff members from all departments and ministries, external salespeople and vendors, Bellevue Woods residents, and church members.

Days and Hours

• Normal week: Monday–Friday
• Normal hours: 8:15 a.m.–4:30 p.m.

Compensation Plan

Non-exempt

Career Growth Opportunities

The opportunity to exists to advance into other administrative or coordinator positions in the church.

Work Environment

Office desk

Education Required

High School Diploma

Specific Skills Required 

• Typing
• Organizational skills
• People skills
• Phone etiquette
• Proficiency in Microsoft Word and Excel
• Ability to write macros
• Proficiency in Adobe Acrobat Pro, ProMaster Key Manager, and ADP

Physical Abilities

While performing the duties of this job, the employee is regularly required to use hands and fingers to handle or feel, reach with hands and arms, talk, and hear. The employee is frequently required to sit. The employee is occasionally required to stand, walk, stoop, kneel, crouch, and crawl.

Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.

Working Conditions:

Inside; temperature-controlled