Operations Coordinator

Benefits:

• 401(k)
• Health insurance
• Opportunity for advancement
• Paid time off

Position: Operations Coordinator
Reports to: Facilities & Grounds Operations Director
Status: Full-Time (40 hours/week)
Classification: Non-Exempt

Description Summary
The Operations Coordinator is responsible for assisting the Facilities & Grounds Operations Director in meeting the needs of the church and its ministries. The Operations Coordinator also is responsible to oversee all events with respect to planning and scheduling in support of church ministries, members, community partners, and non-profit organizations. To provide a focused and vibrant attitude on a day-to-day basis; this is a reflection of the churchs core values and mission. This position requires church membership.

Job Responsibilities:
1. Support to Facilities & Grounds Operations Director
Prepare for team meetings, ministry kickoffs and celebrations. Reserve and prepare rooms, retain
speakers, coordinate food and prepare necessary communication pieces and check requests.
Coordinate with Serving with Style in planning large events.

2. Support for Teams led by Facilities & Grounds Operations Director
Communicate with and provide resources to teams. Attend meetings and team functions.
Complete administrative procedures required for team members. Work with ministry partners to
provide birthday, thank you, etc. cards to other ministry partners. Work directly with SWS and
Kitchen Team Leader. Provide administrative support for reimbursement of purchases.

3. Operations Communication Pieces
Work with communications staff in publicizing and promoting Operations activities through
mailings, website, PV Weekly and additional promotional pieces.

4. Landscaping Team
Work with design team in planning ministry activities (such as Planting Day), flowerbed design
and preparing annual flower order. Coordinate landscaping team member assignments. Work
with team and Marketing & Communications Director in planning and promotion of Spring/Fall
Clean-up and follow-up of attendees.

5. Monitoring signage
Prepare necessary signage for events and update classroom signs.

6. Shuttle Bus Scheduling and Reports
Prepare monthly reports for accounts payable assistant of shuttle bus reservations. Secure drivers for scheduled shuttle trips. Provide keys and shuttle bus packet to approved bus driver or
responsible person of event for each trip. Monitor DOT random drug testing and approved shuttle
driver list with insurance company.

7. Bulk Mailing Team
Work with appropriate departments in planning and preparing for bulk mailings, take mailings to
post office and monitor general postage account at post office.

8. Event Coordination and Planning
Responsible for managing, scheduling and approval process on requested events for ministry,
members, community partners and not-for-profit organizations as outlined in the Facilities and
Property Use Policy, Guidelines and Usage Agreement document. Monitor and uphold building
policies as outlined in the Facilities and Property Use Policy, Guidelines and Usage Agreement;
review and update as needed. Responsible for creation and oversight of Major Events Calendar.

9. Pre-Event Preparation
Coordinate and conduct pre-event meetings to understand expectations, answer questions and
promote transparent communications between all parties involved with event. Conduct tours to
review building layout and best usage for pending events.

10. Weekly Coordination with Facilities Teams
Oversee weekly report to Custodial team to ensure set-ups are completed correctly for the events. Assure there is an on-site contact during events to communicate with group and PV staff. Work closely with Production Event Tech to provide tech assistance to ministry and outside events, as well as coordinate training.

11. Financial Record Management
Responsible for maintaining financial support for events. This includes: deposit recording, billing,
time distribution to accounting, account receivable processing and refunds.

12. Wedding Coordination
Weddings: Communicate with prospective couples requirements for PV weddings, schedule dates, and confirm assignments with Wedding Coordinator.

13. Ministry Partner Support
Staff contact and support for Serving with Style, including budget, check requests, and recruiting
new members.

14. Funeral Coordination
Point of initial contact with funeral scheduling. Coordinate visitation, funeral/memorial service
and funeral dinner. Gather information from family and/or funeral director. Communicate to all
parties involved, including funeral director, sound tech, funeral dinner team, care chaplain and
pastors involved. Schedule times for funeral, visitation and funeral dinner.

15. Monitor Security System scheduling
Security System. Monitor weekly schedules for doors and add specific schedules to doors as
needed based on events scheduled for each week. Provide key cards to new staff, ministry partners, KCLC teachers and PVCC staff.

16. Support Admin Team
Back-up for Receptionist in her absence during lunch, meetings, personal time and vacations.

Qualifications / Job Skills
Excellent written and verbal communication skills
Ability to handle multiple projects and work assignments
Excellent people skills
Ability to accomplish projects with little supervision
Ability to pay close attention to detail
Ability to solve problems creatively
Competent in Microsoft Office Suite skills
Strong Character

Education / Experience
High School Diploma
Experience as an administrative assistant preferred