Facilites Admin at St. Luke's United Methodist Church

Description

This Facilities Assistant staff member provides support and assistance for church ministry programs and, as needed, to the congregation and community. The job includes the following essential functions:

· Review reservations entered in eSPACE and help individuals with any questions or complications that arise while entering his/her reservations. Communicate with ministry areas, outside groups, setup crew, and security leader regarding details and any changes.

· Generate various eSPACE reports and correspondence.

· Generate monthly Food Service billing.

· Generate monthly Facilities Fee billing, invoice various groups, and maintain filing system of payments.

· Collaborate regarding Food Service for upcoming events and coordinate Food Service for funerals.

· Maintain Controlled Access database and generate key cards.

· Collaborate with Maintenance and Property Management to maintain Work Order database current.

· Support Property Management with tracking, documentation and verification.

· Maintain physical keys for the church.

· Maintain and file any outside group documents.

ESSENTIAL FUNCTIONS: Using the list of key functions from the preceding page, describe (in 1 – 3 sentences) each one. Start with the most important function and end with the least important. At the end of each paragraph, estimate the percentage of total work time involved performing the function.

Key Function #1: eSPACE

Manage approval and corrections of incoming eSPACE   requests, review and respond or approve within 5 days of submission. Communicate   with ministry areas, outside groups, setup crew, and security leader   regarding details and of any changes.

Key Function #2: Billing/Food Service Planning

Send out invoices for food, facilities use and media tech   fees, and process payments received. Maintain files containing these facilities and food service fees.   Generate reports from eSPACE for upcoming needs and collaborate to ensure   inventory is correct. Coordinate Food   Service for funerals and other events as needed.

Key Function #3: Controlled Access/Personnel 

In the access control system, maintain employees' access   profiles & photos; generate ID badges and access badges as needed. Ensure correct programming of door openings   and closings based on event schedule each week. 

Key Function #4: Maintenance Work Order System (FMX) 

Work with Facilities Administration Manager, Property   Management and Director of Facilities to review new and existing work orders,   correctly assign and prioritize. Partner in follow up and verifying   completion or document status. Resolving and running reports.

Key Function #5: Foundation Management Support

Verify rent payments received and update spreadsheets for   rents, expenses and budget. Ensure   correct documents on file. Assist   Property Management and Facilities Administration in correctly coding   expenses and tracking through the GL system. 

Marginal Function #1: Front Desk/Mail Backup

Back up other Facilities team members with Front Desk/Phone   coverage or Mail pickup or drop off

Requirements

KNOWLEDGE/SKILL

· Basic computer/ internet skills, familiarity with database use.

· Use of the telephone and mailroom equipment

· Use of 2Way radio

· Bi-lingual helpful but not necessary

EDUCATION/TRAINING

· High School Diploma required

· College Associates or bachelors preferred