Position Description

EastRidge Church is in Stouffville, Ontario, just half hour north of Toronto with a growing population of 50,000 people. Formerly known as Stouffville Missionary Church which started 150 years ago, EastRidge is an Evangelical Missionary Church (EMC). We create spaces for people to experience the love of Jesus through weekly Sunday worship and messages, community events, weekly programs, life groups and summer camps. As a missionary church, we support global workers around the world in their work of sharing the love of Jesus and making an impact to those who don’t know Him.

Your Opportunity

We are seeking a friendly Office & Facilities Coordinator to oversee the technical logistics of the church office and coordination of facilities operation and rentals. Reporting to the Associate Pastor, the successful candidate ensures the church (office workplace and church facilities) runs smoothly, understands the significance of administrative support plays in a church and has a warm welcoming presence to all those who come in contact with EastRidge.

Duties include:

Office

• Oversees administrative operations (ie. filing, data entry, photocopying, retrieving/distributing mail, answering phones, etc)
• Creates processes to improve office services and customer service delivery
• Welcomes visitors, staff, renters and church members with a friendly disposition
• Oversees the phone system
• Resolves as many incoming inquiries as possible before redirecting to appropriate staff
• Contacts vendors/contractors for any issues related to facilities and office operations, maintenance, annual checks, etc.
• Coordinates calendars
• Orders supplies for office and ministries
• Makes sure all annual maintenance is scheduled and reports are on file for review by the Fire Department
• Prepares contracts for new hires/roles
• On-boards new staff with required documents and orientation
• Keeps policies and procedures for Health & Safety and makes recommendations for procedures
• Assists in H&S training and implementation, and keeps records of training for staff
• Tracks staff vacation per employee handbook requirements
• Maintains medical insurance forms (set up; discontinue; update for each employee as necessary)
• Maintains staff benefits plan
• Makes recommendations for Safe Church (abuse prevention) policy
• Supports and takes part in all staff-run events
• Implements communication procedures
• Schedules e-mail campaigns for weekly newsletters and prayer requests
• Updates website calendar
• Coordinates community programs such as Good Food Impact, Community Christmas Outreach, Christmas Shoebox
• Distributes Good Food meals and engages with those who need a meal
• Updates handbooks for office and facilities processes
• Plans staff events such as Christmas lunch and staff retreats
• Prepares necessary forms and planning details for Annual Members Meeting
• Any other tasks assigned by the Senior Pastor or Associate Pastor

Facilities

• Oversees facilities operations
• Ensures the church is a clean, safe and welcoming space for all
• Makes recommendations for facilities policy and fee schedules to increase facilities rentals while satisfying CRA guidelines for non-profit charities
• Oversees all rental requests and opportunities for rental growth
• Acquires extensive knowledge of the facility and stays on top of daily rental client and ministry activities to be able to field inquiries and ensure everything and everyone goes where needed
• Maintains Master Calendar through coordinating ministry and rental usage
• Oversees all rental inquiries to ensure leadership approval, secures required staff for events (ie. Custodian/techs), secures insurance, notifies bookkeeper for invoicing
• Identifies hazards or deficiencies and works with Property Managers to resolve issues
• Monitors doorbell and uses security cameras to regularly check parking lot and grounds usage
• Coordinates annual fire alarm test with EastRidge congregation and other Sunday congregations
• Provides manuals, e-learning tools or training for ministry leaders, renters and custodial staff

Qualifications

The ideal candidate exhibits to: a commitment to a personal Christian faith and discipleship; active participation in a Christian church; and nonviolent peacemaking. 

Education and Experience

• Bachelor’s degree in Business Administration or equivalent
• 3 plus years experience in an office, ideally in a church or a Christian organization

Technical Skills

• MacOS
• Proficiency in Microsoft Office 365 (Outlook, Word and Excel); SharePoint or OneDrive
• Proficiency in people management systems such as Planning Center Online, particularly Calendar and People for booking, running reports and data tracking
• Experience with automated phone systems is an asset
• Experience in Wordpress and Mailchimp is an asset

Key Competencies

• Communication Skills: Excellent verbal and written communication skills to effectively manage incoming calls, e-mails, visitors, etc. that can be difficult or challenging
• Problem-Solving Abilities: Uses sound judgment and high emotional intelligence to resolve issues (congregation/community members, renters, etc) diplomatically, booking and invoice discrepancies in a timely manner
• Attention to Detail: Demonstrates accuracy and thoroughness in managing people data, bookings, account receivables
• Organizational Skills: Strong ability to prioritize tasks and manage multiple responsibilities in a timely and efficient manner
• Welcoming and Friendly: Excellent customer service delivery to ensure those who come in contact with EastRidge feel heard and supported
• Takes Initiative: Strong ability to work independently, identify gaps or redundancies for process improvement; eager to learn/research on technology to improve efficiency or people’s experience with the church

Job Requirements

• Legally able to work in Canada
• Work on-site; 40 hours/week; Mondays – Fridays 8:45am – 5pm (with 2-3 events in the evening or weekend per year)
• CLEARED Police background check

Compensation

• Salary: $50,000 - $55,000/year
• Benefits include dental, vision, health

To apply: please submit your resume and cover letter to jobs@eastridge.ca. Only qualified candidates will be contacted. Job will stay posted until position is filled.