Facilities Administration Assistant at St Lukes United Methodist Church Gethsemane Campus

Houston, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

21 Sep, 26

Salary

23.0

Posted On

23 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Database Management, Billing, Invoicing, Scheduling, Access Control, Facility Coordination, Report Generation, Administrative Support, Communication, Documentation, Inventory Management, Budget Tracking

Industry

Religious Institutions

Description

Description This Facilities Assistant staff member provides support and assistance for church ministry programs and, as needed, to the congregation and community. The job includes the following essential functions: · Review reservations entered in eSPACE and help individuals with any questions or complications that arise while entering his/her reservations. Communicate with ministry areas, outside groups, setup crew, and security leader regarding details and any changes. · Generate various eSPACE reports and correspondence. · Generate monthly Food Service billing. · Generate monthly Facilities Fee billing, invoice various groups, and maintain filing system of payments. · Collaborate regarding Food Service for upcoming events and coordinate Food Service for funerals. · Maintain Controlled Access database and generate key cards. · Collaborate with Maintenance and Property Management to maintain Work Order database current. · Support Property Management with tracking, documentation and verification. · Maintain physical keys for the church. · Maintain and file any outside group documents. ESSENTIAL FUNCTIONS: Key Function #1: eSPACE Manage approval and corrections of incoming eSPACE requests, review and respond or approve within 5 days of submission. Communicate with ministry areas, outside groups, setup crew, and security leader regarding details and of any changes. Key Function #2: Billing/Food Service Planning Send out invoices for food, facilities use and media tech fees, and process payments received. Maintain files containing these facilities and food service fees. Generate reports from eSPACE for upcoming needs and collaborate to ensure inventory is correct. Coordinate Food Service for funerals and other events as needed. Key Function #3: Controlled Access/Personnel In the access control system, maintain employees' access profiles & photos; generate ID badges and access badges as needed. Ensure correct programming of door openings and closings based on event schedule each week. Key Function #4: Maintenance Work Order System (FMX) Work with Facilities Administration Manager, Property Management and Director of Facilities to review new and existing work orders, correctly assign and prioritize. Partner in follow up and verifying completion or document status. Resolving and running reports. Key Function #5: Foundation Management Support Verify rent payments received and update spreadsheets for rents, expenses and budget. Ensure correct documents on file. Assist Property Management and Facilities Administration in correctly coding expenses and tracking through the GL system. Marginal Function #1: Front Desk/Mail Backup Back up other Facilities team members with Front Desk/Phone coverage or Mail pickup or drop off Requirements KNOWLEDGE/SKILL · Basic computer/ internet skills, familiarity with database use. · Use of the telephone and mailroom equipment · Use of 2Way radio · Bi-lingual helpful but not necessary EDUCATION/TRAINING · High School Diploma required · College Associates or bachelors preferred

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Responsibilities

Provides administrative support for church ministry programs, including managing facility reservations via eSPACE and handling billing for food and facility services. Responsible for maintaining access control systems, tracking maintenance work orders, and supporting property management documentation.