JOB DESCRIPTION

FACILITIES ADMINISTRATOR

Germantown Mennonite Church, Philadelphia, PA

 Skills necessary for the job of Facilities Administrator:

• Organized
• Proactive
• Can work independently and efficiently.
• Can work as a member of a team.
• Has attention to both detail and big picture issues. 
• Proficient in Microsoft Word, Publisher, and Excel.
• Typing Skills
• Can use email and internet with ease.
• Some experience with managing a web page.
• Good time management skills.
• Can prioritize multiple tasks in multiple areas.
• Can lift at least 40 pounds.
• Must be able to lift arms above head.
• High School diploma or equivalent preferred.

TAKE RESPONSIBILTY FOR SMOOTH FUNCTIONALITY OF THE CHURCH OFFICE:

• Maintain a clean office environment, mindful of the communal nature of the church office.
• Answer the telephone, respond to routine inquiries, and direct calls as needed. 
• Respond to all email, postal and phone requests in a timely manner.
• Sort and distribute postal mail, email, and phone messages to the appropriate people.
• Maintain a yearly archive of relevant paperwork, including council notes, letters, budgets and other important documents.
• Coordinate monthly reports from committees, and ensure that they get to council within 24 hours of the monthly meeting.
• Maintain a comprehensive electronic and paper file of church documents, including council reports, bulletins, letters, financial documents and other essential paperwork.
• Order all necessary office supplies, Sunday school materials, and other supplies necessary to maintain the life of the congregation.
• Maintain office equipment, and follow up on their maintenance, as needed.
• Fill out a weekly time sheet, as per state regulations.
• Complete all other tasks, as assigned by the pastor or council chairperson.
• Submit a monthly report of building issues to the council, informing them of any additions to the calendar or changes for which they should be made aware. 

SUPPORT THE CHURCH OUTREACH AND WORSHIP MISSIONS:

• Assist the Sunday School teachers by copying curriculum, and ordering supplies, as needed.
• Understand and articulate the ministry and vision of the congregation.
• Maintain primary responsibility for web site maintenance.
• Maintain an up-to-date directory on the web, and ensure that the searchable and printable directory are in sync.
• Create bulletins for worship services, in consultation with the pastor and worship leader.
• Send out email reminders to all those involved in worship, providing all needed information for all those involved in worship.
• Maintain the children’s activities in the back of the sanctuary, and rotates the material on a weekly basis.
• Notice anything in need of repair, and collaborate with trustees on a plan of action.
• Greet visitors and guest in friendly, welcoming tone.
• Maintain a good working relationship with the day care and other regular building renters, listening to their concerns, and communicating changes to the building as needed. 

BUILDING RENTAL:

• Maintain a church calendar that keeps track of building use, including rentals and ongoing use by the congregation and other collaborators.
• Coordinate visits with community members and organizations interested in renting the building. 
• Handle paperwork related to building use—agreement contract, payment and insurance information. 
• Be present as needed for all building rentals, ensuring that property and equipment is respected and properly maintained.
• Transition building space as needed between rental and ongoing use.  For example, if there is a rental in the sanctuary on a Saturday, the space should be prepared for Sunday use when the rental is done.

BUILDING MAINTENANCE:

• Create a checklist of tasks that must be completed every week and month, and refer to it regularly. 
• Ensure all wastebaskets are regularly emptied.
• Vacuum all carpeted areas weekly, and in preparation for Sunday worship.
• Sweep hardwood floors and stairs weekly.
• Sweep and mop bathrooms and kitchen weekly.
• Clean restrooms weekly and as needed.
• Wipe down windowsills and dust furniture regularly.
• Clean the sanctuary weekly and ensure that hymnals are properly placed.
• Pick up outside trash and sweep outside entrances weekly.
• Clean away snow and ice on the sidewalks, stairs and handicapped ramp as needed and spread de-icer.
• Clear drains in front of both side doors, to prevent flooding in the fellowship hall.
• Water plants.
• Replace burned out light bulbs.
• Report damages to equipment and building to the chair of the trustees, and arrange with them to contact proper the proper contractor to make the repairs. 
• Keep track of cleaning and maintenance supplies, and order them as needed.
• Maintain and organize a clean storage area.
• Seek out and propose solution to improve efficiency and effectiveness.
• Communicate regularly with the pastor, council chair and head trustee. 
• Complete other minor maintenance issues (unclogging toilets and sinks, etc…)