Job Description

Overview

We are seeking a dedicated and detail-oriented Office Administrator and Rental Manager to support our staff and our management Council and oversee the rental of our church facilities. The ideal candidate will possess strong analytical skills and a background in administrative tasks, ensuring efficient management of both administrative and rental processes. This role requires excellent communication and organizational skills, as well as the ability to manage multiple tasks effectively. Previous experience working in a church or a not-for-profit or charity is a definite asset.

Duties

Manage front desk operations, ensuring excellent customer service and phone etiquette. Maintain accurate records of church membership data and facility rentals using our ChurchWatch database. Handle vendor management, including negotiating rental agreements and maintaining relationships. Ensure proper filing systems are in place for all rental agreements and administrative documents. Provide clerical support as needed, including data entry and office organization. Communicate effectively with tenants, vendors, and team members to resolve issues promptly.

Requirements

Proven experience managing office operations. Strong background in front desk management with excellent communication skills. Exceptional organizational skills with the ability to manage multiple priorities simultaneously. A proactive approach to problem-solving with strong attention to detail. Fluent in English; French language skills desirable. Excellent computer skills. Experience working in a church or charitable organization an asset .
Join our team as our Office Administrator and Rental Manager where you will play a pivotal role in supporting the life of our congregation and provide exceptional experiences for our tenants.

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Detailed

General

Under the general direction of the Finance, Administration and Property Committee Lead the incumbent provides general administrative services to City View United Church (CVUC). Under the general direction of the Board of Trustees, the incumbent provides rental manager services to CVUC. The incumbent supports the Minister, other church staff, the committees of Council, and acts as the liaison with BMG Cleaning Services which provides caretaker and rental setup services for the church.

The incumbent demonstrates effective interpersonal skills, patience, confidentiality and good judgment in dealing with the staff, committee members, the congregation and the public. The incumbent largely works independently and yet recognizes when they should refer to or consult others for assistance, advice or solutions.

Responsibilities

A. Rental Manager Services (50% of time)

a. Maintains master calendar of Church activities and other uses of Church facilities (e.g., rentals) in the ChurchWatch database; identifies and resolves booking conflicts.

b. Responds to new rental requests including providing room availability or scheduling information, quoting rates, and completing rental agreement documentation and collecting liability insurance certificates.

c. Coordinates room rentals including arranging room setup and takedown with custodial staff, distributing and retrieving keys, collecting rental payments, and dealing with any rental conflicts or issues.

d. Prepares and distributes the list of weekend rentals every Friday in case of building issues or power outages.

e. Maintains a keyholder list and distributes keys as needed; has new keys made as needed.

B. Administrative Services (50% of time)

f. Receives and screens incoming postal mail (community mailbox) and e-mail on a daily basis, researches background information and distributes as appropriate. Sorts and addresses outgoing mail.

g. Serves as receptionist for the Minister and the Church office; arranges appointments as required; receives visitors, renters, and contractors.

h. Prepares letters, Sunday bulletins and inserts; proofreads for accuracy, prints and collates copies, and arranges mailing or distribution.

i. Reports items requiring repair to Property Team Lead or team member. Helps Property Team to coordinate service calls and provide access to rooms for service visits.

j. Processes routine monthly invoices by notifying committee chairpersons and obtaining permission to authorize on their behalf, and then passes invoices to bookkeeper for payment.

k. Attends the monthly Council meeting (2nd Wednesday - 7-9 pm) to stay abreast of Council decisions and priorities (billable as additional hours)

l. Responds to requests for membership information from the Membership Team and updates the ChurchWatch database and the Historical Roll with new information.

m. Organizes support for funerals being held in the church by recruiting volunteers, audio-visual operators and organist, preparing and printing bulletins, coordinating with the funeral home, florists, caterers and any renters affected, collecting fees, etc.

n. Organizes support for weddings being held in the church by recruiting audio-visual operators and organist, preparing and printing bulletins, coordinating with the wedding couple, florists, caterers and any renters affected, collecting fees, etc.

o. Ensures Baptismal, Marriage and Death records are properly maintained and distributed as necessary.

p. Updates the "Broadview" magazine subscription list annually each spring.

q. Maintains Church Phone Directory and produces copies for distribution as needed.

r. Oversees collection of annual committee reports and produces Congregational report for use at Annual Congregational meeting.

s. Compiles Church statistics in accordance with United Church requirements for inclusion in the Annual Report to General Council. Ensures timely filing of these reports, after obtaining the information from the various Church Committee Chairs.

t. Establishes and maintains a filing system in support of Church activities (property, financial and correspondence files).

u. Under the direction of Council, acts as the Health and Safety Officer for the church.

v. Calls for maintenance of office computers, Bell network, CANON photocopier if required.

w. Acknowledges and records memorial gift donations.

x. Maintains Church office and janitorial supplies at predetermined levels; orders, receives and stores replacements.

y. Replaces the banners in the sanctuary to reflect the liturgical seasons.

z. Performs other duties as they arise, as deemed appropriate by the Finance, Administration and Property Committee and the Board of Trustees.

Education /Training and Skills

a. Successful completion of post-secondary education, or equivalent combination of education and experience.

b. Excellent computer skills including proficiency in using Microsoft Word, Excel, PowerPoint, Teams, and OneDrive.

c. Proficiency in using database systems - will need to use the ChurchWatch database system to manage the Congregational Membership data.

d. Respects the confidentiality of donors regarding their financial donations

e. Able to work independently to solve problems and know when to consult others for solutions as necessary

f. Able to respond calmly to intense or stressful situations

g. Strong people skills and patience to deal primarily with seniors but also with people of all ages

h. Effective communication skills - both in-person and on-line

i. Fluent in English essential; French language skills desirable

j. Experience working in a church or a not-for-profit or charity organization is highly desirable

Terms of Employment

a. The incumbent will be a permanent part-time employee of City View United Church

b. Total working hours are 21 hours per week - Official Office Hours - 9:00 am to 12 noon, Monday through Friday; Closed Office Hours - 1:00pm to 4:00pm on Wednesday and Thursday to facilitate work with fewer disruptions.

c. Hourly rate is in the $20-28 range, commensurate with experience and qualifications.

d. Additional hours beyond the regular workday are reimbursed at the hourly rate.

e. Incumbent must have a current Police Records Check. CVUC will reimburse the cost of this check.

f. Benefits include admission to the United Church Pension and Group Insurance Plans. Both of these plans are compulsory for all staff working over 14 hours per week and shall commence on the first of the month following completion of a three-month waiting period. These plans are provided on an employee/employer cost share basis.

Job Types: Part-time, Permanent

Pay: $20.00-$28.00 per hour

Expected hours: 21 per week

Benefits:

Dental care Extended health care Flexible schedule On-site parking
Ability to commute/relocate:

Nepean, ON K2G 2L5: reliably commute or plan to relocate before starting work (required)
Education:

Secondary School (required)
Experience:

Office administration : 5 years (required) Rental management: 2 years (required)
Language:

French (preferred) English (required)
Location:

Nepean, ON K2G 2L5 (preferred)
Work Location: In person