Vacancy: Administrative Assistant

The Administrative Assistant role provides support to the Church office, and plays a key role in planning and coordinating the various events happening in the Church. The role is key in facilitating and supporting the smooth execution of operations of the Church.

This position reports in to the Church Administrator.

Primary Job Tasks

Administration

Attend to incoming phone calls inquiry, and walk-in members at counter.
Maintain and organize hard copy and electronic filing system of key documents (e.g. agreements, maintenance contracts, MoUs, baptism documents, wedding files etc.).
Maintain and track usage of the Church keys in the key cabinet to ensure completeness and tidiness of the key cabinet at all times.
Assist to organise staff events (e.g. quarterly team lunch, year end Christmas lunch etc).
Assist to organise catering of food for LCEC meetings, Central District meeting.
Ensure clean office environment (main office area, filing room, pantry area).
Ensure timely printing and distribution of weekly Order of Service and Sermon notes for all services.
Ensure sufficient stock-up, suitable storage and timely delivering of Holy Communion elements (and paraphernalia) for the need of the Holy Communion services, including catering for the needs of Myanmarese and Nepalese work.
Issue members car park sticker and maintain an updated list.
Any other operational duties or responsibilities assigned.

Bookings and General Events

Manage and coordinate booking requests from church members and various committees and organisations. Update all bookings into the booking system.
Print on weekly basis the booking schedule for Maintenance Supervisor, cleaners and guards.
Coordinate logistics and AVL needs for events, and work with the Maintenance Supervisor and AVL team to ensure proper set-up for event on the event day.
Liaise with different stakeholders to ensure smooth execution of events.
Oversee smooth running on event day, and attend to any requests or issues that may arise.
Assist in facility setup and cleanup as needed.
Ensure adherence to Church policy and safety guidelines during event planning and execution.
Make necessary bookings and arrangement with the schools on usage of parking, school fields and school gate.

Wake and Funeral

Discuss and coordinate wake and funeral details with family members and pastoral team.
Book Wake Room and Sanctuary, and liaise with cleaners to prepare and clean wake room. Inform AVL team on any special additional requests.
Order and send wreath with condolence note.
Work with Ministry Support Staff to ensure timely whatsapp broadcast of wake and funeral services details, and timely update of membership database.

Weddings

Act as point of contact for all incoming weddings queries, including responding to incoming emails.
Act as liaison between bride and groom for all matter relating to the preparation of the wedding, including attend pre-marital marriage course, guide the couple and liaise with JPN for submission of documents etc. Make sure marriage documents are compiled and in order.
Coordinate between bride and groom, pastor, AVL team and worship team as necessary to ensure smooth preparation and execution of the weddings.
Ensure adherence to Church policy on weddings by all parties.
Liaise with Ministry Support Staff for the submission of the necessary wedding documents to JPN.

QUALIFICATION AND EXPERIENCE

Bachelor degree preferred
Experience in event coordination
Must be available to work outside of usual office hours during special events.
Ability, focus and discipline to work with minimal direct supervision.
Good organizational skills with the ability to comfortably multi-task.
Proficient with Microsoft Office (minimum Word, Excel and Power Point).
A genuinely warm, caring and patient attitude.
Attention to detail and accuracy.
Willing to work in a Church, and must be able to work on Saturdays and Sundays

The Administrative Assistant role provides support to the Church office, and plays a key role in planning and coordinating the various events happening in the Church. The role is key in facilitating and supporting the smooth execution of operations of the Church.

This position reports in to the Church Administrator.

Primary Job Tasks

Administration

Attend to incoming phone calls inquiry, and walk-in members at counter.

Maintain and organize hard copy and electronic filing system of key documents (e.g. agreements, maintenance contracts, MoUs, baptism documents, wedding files etc.).

Maintain and track usage of the Church keys in the key cabinet to ensure completeness and tidiness of the key cabinet at all times.

Assist to organise staff events (e.g. quarterly team lunch, year end Christmas lunch etc).

Assist to organise catering of food for LCEC meetings, Central District meeting.

Ensure clean office environment (main office area, filing room, pantry area).

Ensure timely printing and distribution of weekly Order of Service and Sermon notes for all services.

Ensure sufficient stock-up, suitable storage and timely delivering of Holy Communion elements (and paraphernalia) for the need of the Holy Communion services, including catering for the needs of Myanmarese and Nepalese work.

Issue members car park sticker and maintain an updated list.

Any other operational duties or responsibilities assigned.

Bookings and General Events

Manage and coordinate booking requests from church members and various committees and organisations. Update all bookings into the booking system.

Print on weekly basis the booking schedule for Maintenance Supervisor, cleaners and guards.

Coordinate logistics and AVL needs for events, and work with the Maintenance Supervisor and AVL team to ensure proper set-up for event on the event day.

Liaise with different stakeholders to ensure smooth execution of events.

Oversee smooth running on event day, and attend to any requests or issues that may arise.

Assist in facility setup and cleanup as needed.

Ensure adherence to Church policy and safety guidelines during event planning and execution.

Make necessary bookings and arrangement with the schools on usage of parking, school fields and school gate.

Wake and Funeral

Discuss and coordinate wake and funeral details with family members and pastoral team.

Book Wake Room and Sanctuary, and liaise with cleaners to prepare and clean wake room. Inform AVL team on any special additional requests.

Order and send wreath with condolence note.

Work with Ministry Support Staff to ensure timely whatsapp broadcast of wake and funeral services details, and timely update of membership database.

Weddings

Act as point of contact for all incoming weddings queries, including responding to incoming emails.

Act as liaison between bride and groom for all matter relating to the preparation of the wedding, including attend pre-marital marriage course, guide the couple and liaise with JPN for submission of documents etc. Make sure marriage documents are compiled and in order.

Coordinate between bride and groom, pastor, AVL team and worship team as necessary to ensure smooth preparation and execution of the weddings.

Ensure adherence to Church policy on weddings by all parties.

Liaise with Ministry Support Staff for the submission of the necessary wedding documents to JPN.

QUALIFICATION AND EXPERIENCE

Bachelor degree preferred

Experience in event coordination

Must be available to work outside of usual office hours during special events.

Ability, focus and discipline to work with minimal direct supervision.

Good organizational skills with the ability to comfortably multi-task.

Proficient with Microsoft Office (minimum Word, Excel and Power Point).

A genuinely warm, caring and patient attitude.

Attention to detail and accuracy.

Willing to work in a Church, and must be able to work on Saturdays and Sundays

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