FACILITIES ADMINISTRATIVE ASSISTANT

Serves: Campus Shepherd/Shepherd of Families and Facilities Pay range: $22 – $24 Position Summary The Facilities Administrative Assistant provides administrative and operational support for the church campuses, ensuring facilities are scheduled, maintained, documented, and prepared to support church ministries, events, and outside groups. This position serves as a primary point of contact for campus scheduling and facility-use requests and works closely with staff, vendors, maintenance teams, and outside organizations to coordinate the effective use and care of the campus. Key Responsibilities Campus Scheduling & Administrative Support (30%) Manage and maintain the campus-wide facility calendar, coordinating rooms, gym, vehicles, and other campus facilities. Review and process space requests, ensuring appropriate facilities are available and scheduled according to campus policies and priorities. Identify and resolve scheduling conflicts and communicate changes to appropriate staff and groups. Monitor and respond to facility-related emails, phone calls, and requests. Maintain organized digital files, contracts, schedules, and facility documentation. Communicate facility schedules, maintenance activities, closures, and other important information to staff and campus users. Provide general administrative support to the Facilities Department and assist with special projects as needed. Outside Groups & Facility Use (30%) Serve as a primary point of contact for outside organizations and groups using church facilities. Meet with groups before events as needed to review facility expectations, logistics, policies, and campus procedures. Respond to facility-use inquiries, rental requests, and scheduling questions in a timely and professional manner. Coordinate facility access, setup needs, and other logistical details with appropriate staff. Coordinate tech staff for events as needed. Facilities Maintenance, Records and Budget Administration (30%) Assist in scheduling routine and preventative maintenance, inspections, repairs, and required facility services. Coordinate maintenance schedules with staff, vendors, and contractors to minimize disruption to campus activities. Maintain organized and up-to-date facility records, including maintenance documentation, inspections, permits, service records, and other compliance-related documents. Ensure required documentation is readily accessible for inspections and annual reporting. Track expenses and monitor spending against approved budgets. Prepare and process expense reports, invoices, and other financial documentation. Maintain accurate records of facility-related expenses and assist with accounts payable and receivable as needed. CDL Training & Administrative Support (10%) Assist new CDL Class B drivers through the onboarding and training process. Coordinate and schedule permit tests, mandatory training, drug screenings, DOT physical examinations, and other regulatory requirements. Schedule and coordinate behind-the-wheel training with qualified instructors and drivers. Maintain accurate and up-to-date driver qualification files, including licenses, medical documentation, training records, and required compliance documents. Maintain and organize vehicle records and documentation, including registrations, inspections, maintenance records, and other required vehicle documents. Track driver and vehicle compliance requirements and follow up on expiring or outstanding documentation. Communicate with new drivers, trainers, and other departments to coordinate schedules and ensure requirements are completed on time. Maintain organized electronic and physical records while ensuring documentation is readily accessible for audits and compliance reviews. Qualifications Required Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to work independently while collaborating effectively with staff, vendors, contractors, and outside groups. Proficiency with Microsoft Office, Google Workspace, scheduling systems, and other administrative software. Ability to maintain confidentiality and handle sensitive financial and organizational information appropriately. Demonstrated ability to provide professional and courteous service to both internal and external campus users. Preferred Experience with scheduling, budgeting, expense tracking, records management, or facilities administration. This role operates primarily in a church office and campus environment and requires regular interaction with staff, vendors, contractors, outside groups, and campus users. Occasional evening or weekend availability may be required for major church events or facility needs. Before submitting a resume and cover letter, please read Fullerton Free’s Statement of Faith . All applicants confirm they have reviewed and are in full agreement with each part of the Statement of Faith. Submission of a resume and cover letter constitutes an affirmation of alignment with Fullerton Free’s Statement of Faith. #J-18808-Ljbffr Fullerton Free