Lead Office Administrator

Mount Zion Baptist Church•Nashville, TN

1d•Onsite

About The Position

The Lead Office Administrator is responsible for providing high-level administrative support, ensuring effective front desk operations, coordinating office procedures, and supporting the daily administrative needs of staff, visitors, members, and ministry teams. This position coordinates phone coverage, manages office supplies and resources, and supports the efficient operation of the Antioch and Old Hickory Boulevard campuses. The Lead Office Administrator must exercise sound judgment, maintain professionalism, and complete assignments independently and collaboratively.

Requirements

Strong administrative, organizational, and time management skills.
Ability to provide professional customer service to staff, visitors, members, vendors, and ministry partners.
Ability to manage multiple priorities, meet deadlines, and follow established procedures.
Strong verbal and written communication skills.
Ability to exercise discretion, sound judgment, and confidentiality when handling sensitive information.
Proficiency with office equipment, phone systems, scheduling tools, and standard office software.
Ability to work independently and collaboratively in a ministry or office environment.
High school diploma
5 yrs exp: customer service in a professional work environment
At least 3 years of progressive responsible admin/office support/front desk exp, strong written and oral communication skills, ability to facilitate conflict management effectively.

Nice To Haves

Experience working in a faith-based or similar environment.

Responsibilities

Maintain continuous front desk and telephone coverage during operational hours.
Understands and manages the landline phone system.
Schedules, coordinates, and organizes meetings, conferences, departmental activities, catering, and related support in partnership with Executive Assistants.
Oversees baby dedication and baptism intake processes, as applicable by campus.
Provides administrative support to MTZ departments and ministries.
Facilitates and directs administrative support inquiry requests, as applicable by campus.
Manages the daily and weekly meeting space reservations.
Maintains supply and inventory by checking stock, anticipating needs, placing, and expediting supply orders, and verifying receipt of supplies.
Coordinates pickups with USPS, FedEx, UPS, and other delivery services, and manages subscriptions to directories, newspapers, and online services for all offices.
Ensures staff, interns, visitors, and members are informed of office closings, signage, voicemail updates, and related notices.
Coordinates with building property management regarding heating, air conditioning, and other building issues.
Directs tours of the Antioch and Old Hickory Boulevard campuses as needed.
Process and maintain office and kitchen supplies as needed.
Supports office management by arranging equipment repairs and maintaining equipment inventories.
Establishes and maintains office procedures and standards.
Trains new employees in the use and operation of office equipment.
Supports continuous quality improvement of office processes.
Submits purchase requisitions and petty cash requests, orders office supplies as needed, and places service calls for office maintenance equipment.
Maintains the workroom, lobby, and break area by ensuring supplies are stocked and organized.
Makes decisions when troubleshooting situations and responding to questions.
Schedules and conducts interviews for administrative support positions.
Assists the Office of the Bishop as needed.
Assists with special amenities for visiting guests.
Maintain and ensure inquiry from “MTZ Questions” platform are answered.
Provides administrative support for monthly Virtual Chats with Bishop. (1st Thursday of each month at 8:00 p.m. via Zoom).