Administrative Coordinator

Man In The Mirror Administrative Coordinator

Part-time 20-30 hours per week

Ministry Overview

Vision: To see every man reflect honestly, pursue God wholeheartedly, and live vibrantly.

Mission: To help Christian men around the world engage in meaningful relationships that change lives and build the Kingdom of God. Through discipleship, leadership development, and strategic partnerships, we aim to foster authentic connections that encourage spiritual growth, accountability, and a vibrant Christian life.

Values

• LOVE Sharing the gospel; Humility; Serving and caring for each other
• VISION Focus on our mission; Changing to meet team and customer needs; Thought leadership
• EXCELLENCE Exceeding expectations; Striving to provide the best products & services; Going the second mile
• RESILIENCE Adapting to change; Positive attitude; Overcoming setbacks and failures

Position Purpose

To ensure excellence in customer service, product fulfillment, resource coordination, and general office support in a manner that upholds the ministry's mission and fosters a warm, welcoming environment for all ministry partners, guests, and team members.

Position Overview

The Resource and Administrative Coordinator plays a dual role in managing the day-to-day logistics of ministry resources and providing administrative and hospitality support for the organization. This role is essential to the smooth operation of the ministry's headquarters and contributes directly to the discipleship mission by ensuring timely delivery of materials and excellent support to staff, vendors, and constituents. The position also supports the Board of Directors and field staff through resource reporting, meeting coordination, and administrative duties. Additionally, this role includes some back-end website support for the ministry's ecommerce platforms.

Key Objectives

• Provide Excellent Customer and Fulfillment Service Process and fulfill orders efficiently while maintaining warm, responsive customer service that reflects the ministry's values.
• Maintain Resource and Inventory Oversight Ensure accurate tracking of inventory, coordinate with third-party vendors and publishers, and support budgeting for materials.
• Deliver Administrative and Office Support Assist with administrative tasks for the President & CEO and support organizational operations with professionalism and hospitality.
• Coordinate Board and Web Support Activities Assist with online board meetings, documentation, and back-end website updates to help sustain smooth ministry operations.

Areas of Responsibility and Essential Position Functions

1. General Administrative Support

• Welcome guests, answer incoming calls, respond to general ministry emails and ensure a professional and hospitable office environment
• Provide direct administrative assistance to the President & CEO, including scheduling, communication, and project coordination
• Assist in organizing meetings, managing calendars, and tracking workflows as assigned
• Coordinate online Board of Directors meetings, assist in assembling board packets, and prepare meeting minutes for review and distribution
• Support event planning and hospitality for ministry gatherings, board meetings, or special occasions
• Coordinate travel, lodging, and transportation logistics for staff or ministry guests when needed
• Interact with vendors (e.g., suppliers, service providers, tradespeople) for day-to-day operational needs

2. Resource and Fulfillment Management

• Fulfill all website and phone orders, including packaging, labeling, and shipping
• Monitor and maintain inventory levels for all ministry resources and materials, including those with third-party vendors
• Manage account and billing information with shipping and logistics partners (FedEx, USPS, UPS etc.)
• Serve as point of contact for printers and publishers regarding product inventory and production timelines
• Place inventory orders as needed and assist in preparing related budget documentation
• Prepare regular resource reports for field staff (Area Directors), ensuring they have up-to-date inventory insights and usage trends
• Provide timely and helpful customer support for all product-related inquiries or issues

Qualifications

• Personal commitment to Jesus Christ and alignment with the organization's Statement of Faith
• High school diploma required; associate or bachelor's degree preferred
• Minimum 2 years of experience in administrative support, customer service, or inventory/fulfillment roles
• Experience with Microsoft Office (Word, Excel, Outlook); ability to quickly learn internal systems and databases
• Familiarity with ecommerce platforms such as WooCommerce or GiveCloud highly preferred
• Experience with order fulfillment, shipping systems, or inventory platforms is a plus

Skills

• Communication Skills Strong written and verbal communication across a variety of internal and external stakeholders
• Customer Service Ability to provide responsive, friendly, and gospel-aligned support to ministry partners and customers
• Organizational Abilities Skilled at managing multiple tasks, tracking details, and meeting deadlines
• Technical Proficiency Comfortable using databases, shipping software, Microsoft Office, and website management tools
• Event and Travel Coordination Experience arranging logistics with attention to detail and professionalism
• Website and Ecommerce Management Able to make basic content and product updates to ecommerce platforms

Competencies

• Mission Alignment Lives out the ministry's mission, vision, and values in attitude and behavior
• Flexibility Able to adapt to changing priorities and support varied needs across departments
• Discretion and Integrity Maintains confidentiality and exercises sound judgment in sensitive matters
• Team Orientation Works well with others, contributing to a unified and spiritually uplifting environment
• Reliability Dependable, punctual, and consistent in follow-through on tasks and responsibilities

Work Environment and Physical Demands

• 20-30 hours per week, on site in our Casselberry office
• Packaging, and shipping of resource materials (up to 30 lbs)
• Frequent use of computer, phone, and standard office equipment
• Occasional flexibility for early or evening hours during special events or projects

Spiritual and Cultural Expectations

• Must agree to and sign the organization's Statement of Faith
• Lives in alignment with the ministry's mission, vision, and values
• Willing to pray with and for coworkers, guests, and partners as part of daily ministry life