Reception & Office Support Coordinator

Westside Church • Bend, OR

3d • Onsite

About The Position

The Front Office & Community Care Coordiator serves as the welcoming first point of contact for Westside Church, managing daily office operations while creating a hospitable, ministry-focused environment for visitors, staff, and the community. This role coordinates benevolence and pastoral care support, oversees administrative processes and reporting, and assists with seasonal outreach initiatives in alignment with the mission and values of Westside Church.

Requirements

• High school diploma or equivalent required.
• Minimum of two (2) years of experience in an administrative, receptionist, customer service, or church office environment.
• Demonstrated ability to provide exceptional hospitality and communicate with compassion, professionalism, and discretion.
• Proficient in Microsoft Office Suite and cloud-based software applications, with the ability to learn systems such as Planning Center and BambooHR.
• Ability to manage multiple priorities, maintain confidential information, and work independently while supporting a team-oriented ministry environment.
• Criminal History Check Required

Nice To Haves

• Associate degree in business administration, ministry, or a related field preferred.

Responsibilities

• Open and prepare the main office each day.
• Prepare the atmosphere with a hospitality approach.
• Set out and put away coffee and condiments in the copy room and lounge.
• Greet and assist all visitors entering the main office with a ministry mindset.
• Answer, screen, and transfer incoming telephone calls.
• Review Planning Center calendar & Bamboo to be apprised of events / staff schedules.
• Support staff as needed, time permitting.
• Process and post outgoing mail.
• Sort and distribute incoming mail.
• Notify staff of large package deliveries.
• Pray with individuals by phone or in person when immediate requests arise.
• Serve as the first point of contact for benevolence or community care inquiries.
• Notify the Pastoral Support Team of new benevolence or community care applications and provide relevant information.
• Oversee financial assistance requests from the broader community.
• Review applications and coordinate the distribution of community care funds.
• Partner with pastoral support volunteers and staff to ensure appropriate follow-up and care.
• Maintain and update permanent records.
• Send scheduled grief packet books and materials to families.
• Monitor inventory levels and order general office supplies as needed.
• Order non-printed paper supplies.
• Order staff coffee, creamers, and related refreshments.
• Manage Stamps.com orders and postage needs.
• Prepare and update monthly benevolence reports for pastors and council members.
• Attend monthly staff connect and staff lunch.
• Order copier and printer supplies.
• Coordinate office equipment repairs.
• Assist staff with printer jams and minor equipment issues.
• Contact service providers and brief technicians regarding repair needs.
• Order flowers on behalf of Pastoral Care.
• Coordinate funeral-related flower deliveries.
• Order and maintain grief packets and related bereavement materials.
• Notify team leaders of meal and visitation requests.
• Receive and process Thanksgiving and Christmas gift card requests.
• Distribute gift cards from the front desk.
• Maintain separate tracking lists for Community Outreach recipients and Westside family recipients.
• Maintain accurate inventory and distribution.

Benefits

• Free childcare for staff children (birth–Kindergarten, 3 days/week)
• Up to three counseling sessions at no cost for staff members, their spouses, or dependent children each calendar year
• Paid Sick Leave
• Paid Holidays

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED