Position Description

The Office Coordinator should have a clear understanding of the mission and core values of New Hope. He/she should have the ability to meet deadlines and manage his/her own time within an active office environment with frequent interruptions.

Primary duties of the Office Coordinator:

• Report Directly to the Lead Pastor/Executive Pastor
• Primary contact for New Hope’s office
• Maintain church records, including directory information and attendance; complete office filing and general correspondence; update and maintain Servant Keeper (SK) Membership database including tracking of all courses taken by participants
• Add photos and update new givers in SK, determine who is regular (attendance) and change status
• Maintain Constant Contact lists and transfer info from Canada Helps to SK database as needed
• Answer telephone and counter inquiries, schedule room bookings, order supplies, process room rentals
• Process all incoming and outgoing correspondence including daily mail
• Respond to all incoming emails and ensure group contact lists are current
• Send “in memory of” letters
• Support the office team with filing and sorting invoices
• Administration and coordination of water baptism, baby dedications, marriages, and deaths; prepare certificates and coordinate staff to perform ceremony
• Maintain Church registry with regards to baptism, dedications, marriages and deaths
• Prepare and maintain office directory and people directory
• Organize room schedule for small groups, liaise with facility staff with regards to upcoming events; complete room preparation and set up
• Responsible for all facility keys and building entrance codes
• Maintain office equipment such as computers, printers, copiers, software and A/V equipment
• Organize Sunday communion and coordinate information centre, conduct welcome phone calls
• Produce “guest welcome” packs for the information centre
• Assist in the creation and design of printed materials for adult ministries, order program literature
• Assist the Tech and Production Director with information for the website and social media
• Maintain contact with Library Coordinator and help with supply needs
• Responsible for maintaining petty cash and coordinating/reconciling credit card invoices
• Coordination of cleaning and maintenance for New Hope including landscaping, snow removal, building repairs etc.
• Organize inspections, repairs and painting of the building; purchase supplies when necessary
• Maintain kitchen and washroom supplies
• Assist with LifeGroups including details of individual participants in each group
• Help with registration for crisis groups such as GriefShare and DivorceCare
• Coordinate attendance and participants of life groups/various courses and send out regular communications, email group discussion materials to group leaders
• Coordinate date and time of all Adult programs; provide administrative support to Volunteer leaders and Group leaders including copying materials and sending communications by email
• Order supplies for Adult Ministry groups including textbooks and DVDs
• Coordinate room set up for Adult Ministry leaders; provide attendance sheet for the leaders
• Ensure that coffee supplies are available for Adult Ministries
• Assist in the process of recruiting volunteers within the church
• Oversee all aspects of volunteer management for the Care team including nursing home visits, food preparation schedule and distribution of food, flowers, cards, etc.
• Attend to details of several Church wide events – including BBQ, Ice Cream days, etc.
• Be an active participant in the general life of the congregation
• Youth and Kids area support such as helping with police checks, printing, curriculum set up, etc.
• Support the Administrative Assistant in tasks as needed such as entering Pre-Authorized donations into SK
• Liaise with Host Team Coordinator on all Host Team needs and update the procedures for the Information Centre 2-3 times per year

Qualifications

• Exemplify the leadership qualities listed in 1 Tim 3:1-6 and Galatians 5:22-23
• Fully aligned with the message, mission and ministry strategy of New Hope with a spiritual maturity to support the growth of New Hope.
• Preference will be given to candidates that have training through a recognized bible college/seminary; at minimum, post-secondary education in Office or Business Administration or a related field
• Be patient, energetic, fun-loving and self-motivated
• Valid G Driver’s License is preferred
• Provide a current valid Criminal Records Check with Vulnerable Sector screening, clear of any incidents

If you are interested in applying, please send your cover letter and resume to: denise@newhopelondon.com.