Office Administrator

The Office Administrator serves as a key partner in the ministry of the church. Every system that runs smoothly, every detail handled well, and every person greeted with care is a quiet form of hospitality that enables the church to focus on its mission. As Office Administrator, you'll steward the operational backbone of CBC — schedules, records, and the many small tasks that keep ministry moving — so that pastors can shepherd, volunteers can serve, and members can connect. It's an opportunity to use your gifts of order and service not merely to manage, but to help build a church body that runs with excellence for the sake of the kingdom.

To fulfill the responsibilities and duties outlined below, it is expected that this position will require an average of 33 hours per week (8:30 AM – 3:30 PM, Monday-Friday). There will also be certain seasons that will require additional hours for special projects.

For more information, please visit www.chantillybible.org/jobs

RESPONSIBILITIES/DUTIES

• Front Office & Reception

  • Serve as primary point of contact for phone, email, and walk-in inquiries
  • Greet visitors, vendors, and guests; direct them appropriately
  • Screen and route calls/messages to appropriate staff. Manage general church voicemail and email inboxes
  • Maintain a welcoming, organized front office/lobby area
  • Manage incoming/outgoing mail and packages

• Scheduling & Calendar Management

  • Maintain master church calendar (facility use, staff, events, ministries)
  • Coordinate room/facility reservations including weddings and memorial services and resolve scheduling conflicts
  • Track and communicate building usage schedules to custodial/facilities staff

• Data & Records Management

  • Maintain membership/attendee database (ChMS) — new members, address changes, contact updates
  • Manage records retention and periodic purging per the church's record retention policy

• Document & Correspondence Management

  • Draft and send routine correspondence (thank-you letters, general inquiries acknowledgments)
  • Take, transcribe, and distribute meeting minutes as requested
  • Format and proofread documents prepared by staff and ministry leaders

• Team Leadership

  • Recruit, train, and disciple volunteer workers from the Body for the Admin Support and Building Décor Teams.

• General Administrative Support

  • Order office, kitchen, and facilities supplies, place orders, and track office equipment (copier, printer) service needs. Maintain and manage the church’s inventory of supplies, furniture, and equipment.

  • Assist with event logistics (registration tables, name tags, supply prep, sign-in sheets)

  • Assist with special projects and administrative research as assigned by the Executive Director

  • Maintain office procedures documentation so responsibilities can be covered during absences

  • Support a welcoming office and church environment by coordinating office coffee, meals, refreshments, and hospitality logistics for staff meetings, committee gatherings, and other small groups as requested.

  • Each year, prepare/update and submit:

    • Ministry Plans
    • Budget Requests
    • Schedule Requests for rooms required for the ministry

  • Follow the ministry plan while managing expenditures within the approved budget

  • Other duties and responsibilities as assigned by your supervisor.

QUALIFICATIONS

• Church Member or willing to become one
• High school diploma or equivalent. Associate's or Bachelor's degree (preferred)
• 2+ years of administrative/office experience. Prior experience in a church or nonprofit office setting (preferred)
• Proficiency with Microsoft Office (Word, Excel, Outlook) or equivalent
• Strong written and verbal communication skills
• Excellent organizational skills and attention to detail – punctuality and dependability
• Comfortable learning and using database/church management software (ChMS). Experience with a ChMS platform (e.g., Planning Center, Realm, CCB) (preferred)
• Servant-hearted, discreet, and dependable
• Comfortable interacting with a wide range of people — staff, members, vendors, visitors
• Able to work independently and prioritize competing demands with minimal supervision
• Organizational leadership skills - the ability to develop and multiply leaders and teams.
• Physical ability to do tasks associated with this position. For example, ability to lift and move 40 lbs. (like a case of bottled water) or to lift, move and set up tables and chairs. Ability to move and climb ladders (to access attic spaces) and to use basic tools.

For more information, please visit www.chantillybible.org/jobs