Receptionist and Events Coordinator

Title:
Receptionist and Events Coordinator


Status:
Full Time, Hourly (non-exempt), Support staff


Purpose:
Responsible to provide reception, administrative, and facilities coordination support for Calvary Church by welcoming and assisting guests, answering and directing telephone calls, supporting church office operations, coordinating facility scheduling and event logistics, and utilizing their abilities and experience to support church ministries as they encourage others to pursue life in Christ.


Working Relationship:


Accountable to the Senior Pastor with direct supervision by the Pastor of Operations and Projects. A member of the Support Staff and appropriate teams as assigned.


Qualification:

• Educational qualifications require minimum of a High School Diploma

• Competency in multi-tasking, organization and management of events and schedules

• Organizational abilities to manage a wide range of ministry needs

• Good communication skills (written and verbal)

• Possess computer skills and be able to navigate through basic computer functions and programs such as applications in Microsoft Office and eSPACE, scheduling software.

• An ability to be a team-player within the staff and volunteers

• Ability to learn the intricacies for using the church phone system and training others

• Willingness to serve and help both guests and staff

• Protect the reputation and integrity of others through strict confidentiality. Demonstrate a high level of trustworthiness.

Values and Beliefs

• Be a professing Christian and member or regular attender of Calvary Church, striving to uphold the vision and values of Calvary Church as well as the staff commitment

Responsibilities and Roles


One Sentence Job Description


As the welcoming first point of contact for Calvary Church, this role serves as a vital connection between church members, guests, vendors, community contacts, and church staff by creating a hospitable, organized, and professional environment that supports the mission and ministries of the church.


Receptionist

• Welcome and direct guests either in person or by phone.

• Process mail and manage the mail room.

• Assist with screening and directing all benevolence calls/requests to Calvary Church options or direct them to appropriate community partners

• Assist Educational Scholarship processing and basic information updates to My Calvary.

• Complete weekly Sunday AM attendance process and any special services as requested.

• Work with the Receptionists and other administrative staff at Calvary to ensure the Reception Desk is staffed when required.

• Inform the Bereavement, AV, Facilities and Communications teams when we schedule a funeral or wedding.

• Perform work assigned by the supervisor.

Facilities

• Oversee event requests and obtain approvals in coordination with appropriate teams (Facilities, Tech, Banquet, etc.)

• Enter all approved event details into eSPACE with the goal of making the event information self-supporting

• Communicate as necessary with event owners - internal planning and external contracts when needed

• Require staff to fully utilize eSPACE to document their expectations

• In coordination with the custodial supervisor and banquet coordinator, prepare and lead weekly Event Team meetings to highlight special events, critical turnovers and to discuss large or unique event requests.

• Create contracts and invoices for groups using Calvary Church facilities.

General Support Staff Responsibilities

• Strive to uphold the Staff Commitment

• Be involved and invested in appropriate staff meetings and staff events

• Pray for the ministry of the church and represent the church positively in the community

• Develop and maintain job procedures

• Serve in other areas as requested by the Senior Pastor or Supervisor

Work Schedule and Time Allotment


Work schedule: 8-4:30 Monday thru Thursday and as needed for various programs and projects.


To be managed and accounted for in cooperation with designated supervisor.


Physical and Mental Requirements


Light physical work requirements (lifting 10-20 lbs.), sitting, prolonged standing, potential reaching, climbing, prolonged positions and prolonged looking at monitors and computer screens
and operating a mouse and keyboard.


Creative thinking, conceptual, collaborative, and listening skills. Must be able to present ideas and allow for adoption, adaptation or elimination of those ideas.