Facilities Administration Assistant

St. Luke's United Methodist Church•Houston, TX

1d•$20 - $23

About The Position

This Facilities Assistant staff member provides support and assistance for church ministry programs and, as needed, to the congregation and community. The job includes supporting various administrative functions related to facilities management, including reservation management, billing, access control, and maintenance coordination.

Requirements

Basic computer/ internet skills, familiarity with database use.
Use of the telephone and mailroom equipment
Use of 2Way radio
High School Diploma required

Nice To Haves

Bi-lingual helpful but not necessary
College Associates or bachelors preferred

Responsibilities

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.
Manage approval and corrections of incoming eSPACE requests, review and respond or approve within 5 days of submission.
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.
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.
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.
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.
Back up other Facilities team members with Front Desk/Phone coverage or Mail pickup or drop off.