Office Administrator

Description

Summary
The Office Administrator plays a vital role in creating an efficient, welcoming, and service-oriented workplace environment. Serving as the primary point of contact for visitors, vendors, ministry partners, and staff, this position ensures a positive and professional experience while supporting the day-to-day operations of the organization.

This role provides comprehensive administrative and office operations support through the coordination of front office activities, facilities management, vendor relationships, records management, meeting and event logistics, and employee engagement initiatives. The Office Administrator helps maintain organized systems, supports operational excellence, and contributes to a culture of hospitality, teamwork, and
service.

Success in this position requires exceptional organizational and customer service skills, strong attention to detail, sound judgment, discretion in handling confidential information, and the ability to effectively manage multiple priorities in a dynamic ministry-focused environment.

In addition to administrative responsibilities, this position plays an active role in maintaining clean, organized, and welcoming shared workspaces through routine housekeeping and workplace upkeep activities.

Key Responsibilities
 

Front Office Administration
• Serve as the primary receptionist and first point of contact for visitors, vendors, ministry partners, clients, and callers.
• Create a professional, welcoming, and service-oriented experience for all guests.
• Answer, screen, and route incoming telephone calls while responding to general inquiries.
• Manage building access and greet visitors appropriately.
• Maintain a professional, organized, and welcoming reception area.
• Monitor, prioritize, and respond to communications received through the designated Geneva email inboxes.
• Coordinate incoming and outgoing mail, shipments, and package distribution.

Office Operations and Facilities
• Support the day-to-day operations of the office and shared workspaces.
• Maintain inventory and ordering of office and breakroom supplies within budget guidelines.
• Track and manage organizational assets and equipment.
• Coordinate vendor services, facility maintenance, office equipment repairs, and related service requests.
• Monitor office functionality and proactively identify workplace needs.
• Assist with setting up and restoring meeting rooms before and after meetings, training sessions, and organizational events.
• Maintain conference rooms, common areas, breakrooms, and shared spaces to ensure they are clean, organized, stocked, and ready for daily use.
• Perform routine housekeeping and cleaning duties, including vacuuming, mopping floors, dusting furniture and surfaces, cleaning and organizing breakroom and kitchen areas, cleaning office equipment and organizational assets, and maintaining the overall cleanliness, appearance, and functionality of shared office spaces.
• Routine housekeeping and workplace upkeep are essential functions of this position and constitute a regular part of the employee's responsibilities.
• Contribute to maintaining a safe, professional, and welcoming environment for employees, visitors, ministry partners, and clients.

Administrative and Organizational Support
• Provide administrative support through data entry, document preparation, records management, and maintenance of electronic and physical filing systems.
• Prepare correspondence, reports, meeting materials, and internal communications as assigned.
• Support the development, documentation, and continuous improvement of administrative procedures and workflows.
• Ensure administrative tasks are completed accurately, confidentially, and in a timely manner.
• Support organizational initiatives that foster a collaborative, professional, and service-oriented workplace culture.

Meetings, Events, and Employee Engagement
• Coordinate logistics for internal meetings, training sessions, and organizational events, including scheduling, room setup, vendor coordination, and materials preparation.
• Prepare meeting notes and distribute related communications as needed.
• Support staff communications and organizational announcements.
• Coordinate employee recognition activities, including staff celebrations, birthdays, and service anniversaries.

Records and Compliance
• Maintain accurate records and documentation.
• Ensure confidentiality and proper handling of sensitive personal information.
• Follow established procedures, service standards, and data security requirements.
• Support staff with administrative projects and operational initiatives as assigned.

Requirement

Faith and Mission Alignment
• Demonstrated devotion to Jesus Christ, a commitment to the Christian faith, and a desire to make Him known through personal conduct and service.
• A Christian exhibiting mature spiritual growth, evidenced by the fruit of the Spirit and a firm grasp of foundational Christian doctrine.
• Active member of an evangelical church that affirms the tenets of historic Christianity (PCA preferred but not required).
• Genuine passion for serving the church and its ministry leaders.
• Affirmation of Geneva’s Statement of Faith and adherence to the organization’s Code of Conduct.
 

Education
• High school diploma required.
• Associate or Bachelor’s degree preferred.
 

Experience
• Minimum of five years of progressively responsible administrative, office management, customer service, or business support experience.
• Experience working with confidential records and sensitive information preferred.
 

Core Competencies
• Exceptional customer service and interpersonal skills.
• Strong verbal and written communication skills.
• Excellent organizational skills, attention to detail, and follow-through.
• Ability to prioritize competing demands, manage multiple responsibilities, and adapt to changing priorities.
• High degree of professionalism, discretion, and confidentiality.
• Strong problem-solving, critical-thinking, and decision-making abilities.
• Dependable, resourceful, and self-directed work style.

Technical Skills
• Proficiency in Microsoft 365 applications, including Microsoft Word, Excel, PowerPoint, Outlook and Teams.
• Proficiency with Adobe Acrobat and standard office technologies.
• Experience using collaboration, communication, and project management platforms such as Microsoft Teams and Asana.