Administrative Assistant 3 – Facilities Management

About the role

This senior individual‑contributor role supports the Facilities Manager in maintaining church facilities that provide a reverent environment for worship, teaching and community activities. The position combines administrative, clerical and database management duties to ensure smooth operations and compliance with established processes.

Key responsibilities

• Prepare purchase requisitions, receive invoices, match them to purchase orders and ensure accuracy and compliance.
• Communicate regularly with vendors and contractors, assist in vendor establishment, and help prepare contracts and verify insurance documentation.
• Maintain facility‑related computer databases, including purchase orders, work orders, preventive‑maintenance schedules and employee/facility records.
• Perform clerical and secretarial duties such as typing correspondence, taking meeting minutes, handling mail, creating work orders and processing purchase requests.
• Compile, produce and submit regular reports to headquarters or regional leaders.
• Manage office operations, including equipment functionality, supplies, filing systems and telephone messages.

Required profile

• Minimum two years of post‑secondary education.
• At least five years of diverse clerical or administrative experience.
• Strong communication skills with professional phone etiquette and effective business writing.
• Basic business accounting knowledge, including handling invoices, purchase orders and contracts.
• Excellent organizational abilities and attention to detail.

Required skills

• Proficiency with Windows operating system.
• Advanced use of Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Experience with database management and tracking systems for purchase and work orders.