Overview
The Church Office Administrator serves as a key administrative and relational support person in the day-to-day life of the church. This role helps the church office function with warmth, organization, discretion, and ministry-minded efficiency, while often serving as a first point of contact for people engaging with the church during the week.
This position supports the Lead Pastor, staff, treasurer, bookkeeper, ministry leaders, volunteers, and congregation by helping manage communication, records, office systems, financial administration touchpoints, facility-related coordination, and weekly ministry logistics. The ideal candidate is organized, trustworthy, personable, detail-oriented, comfortable with technology, and able to work in a ministry environment where priorities can shift and interruptions are part of the rhythm of the work.
Core Purpose of the Role
The purpose of this role is to strengthen the ministry of the church by providing dependable administrative support, clear communication, careful record-keeping, and hospitable front-office presence so that pastors, staff, ministry leaders, and volunteers are better equipped to serve the congregation and community.
Key Responsibilities
Front Office Reception and Communication
The Church Office Administrator provides a welcoming and organized presence during regular office hours.
- Answer phones, receive visitors, and respond to general church inquiries.
- Receive, sort, and distribute mail, messages, and office communication.
- Direct people, questions, and requests to the appropriate staff or ministry leaders.
- Maintain a welcoming, organized, and professional office environment.
Financial Administration Support
The administrator serves as an important administrative touchpoint between staff, ministry leaders, the treasurer, and the bookkeeper.
- Organize invoices, receipts, reimbursement requests, and cheque requests.
- Prepare cheques or payment documentation for proper approval and signatures.
- Communicate staff reimbursement and Visa/credit card spending information to the treasurer and bookkeeper.
- Help maintain orderly financial paperwork and supporting documentation.
Church Communications
The administrator helps keep the congregation informed about church life, ministries, events, and important updates.
- Prepare and send the weekly church e-blast.
- Collect, organize, and edit ministry announcements and event details.
- Update digital outdoor signage with current messages and event information.
- Help ensure church-wide communication is clear, timely, and accurate.
Records, Documents, and Database Management
The administrator helps maintain accurate church records and important documentation.
- Maintain records for new members, new hires, signed documents, and important church forms.
- Input and update information in Planning Center or other church systems as needed.
- Keep physical and digital files organized, secure, and accessible to authorized people.
- Assist with the preparation and distribution of the annual attendee directory.
Ministry and Event Support
The administrator provides practical support for church events, ministry initiatives, and seasonal rhythms.
- Provide administrative support for ministries, special events, seasonal services, and church-wide initiatives.
- Help prepare printed materials, forms, registrations, labels, certificates, and event documents.
- Assist with purchasing, gathering, or coordinating supplies needed for events.
- Support annual rhythms such as Easter, Christmas, AGM preparation, membership processes, and ministry launches.
Office, Supplies, and Facility Administration
The administrator helps maintain the basic materials and supplies needed for the church office and ministry operations.
- Purchase and maintain office supplies and common-use materials.
- Assist with office equipment, printers, copiers, postage, and related services.
- Support room bookings, building-use requests, and basic facility communication.
- Communicate with vendors, service providers, or contractors as directed.
Parking Ministry Coordination
The administrator coordinates the church’s neighbourhood parking arrangement and serves as the primary administrative contact for those using the parking lot during the week.
- Maintain an up-to-date list of approved parking users.
- Track parking donations or fees as required.
- Send reminders regarding payments, guidelines, renewals, or changes.
- Coordinate with staff regarding parking availability, special events, and lot usage.
Staff and Ministry Team Support
The administrator supports the broader ministry team by helping reduce administrative friction.
- Provide administrative support to the Lead Pastor, staff, and ministry leaders.
- Assist with documents, forms, calendars, lists, communication needs, and office tasks.
- Help new staff or ministry leaders with basic administrative setup and information.
- Participate in staff meetings or planning conversations when appropriate.
Confidentiality and Church Representation
Because the administrator handles sensitive information and interacts with many people, this role requires maturity, discretion, and alignment with the mission of the church.
- Handle staff, congregational, financial, and church records with discretion.
- Represent the church with warmth, professionalism, patience, and Christian character.
- Maintain appropriate boundaries when dealing with sensitive information or pastoral matters.
- Support the mission, values, and ministry culture of the church.
Qualifications
- Strong administrative, organizational, and time-management skills, with the ability to prioritize tasks and manage recurring deadlines.
- Excellent written and verbal communication, with a warm, hospitable, and professional presence.
- Strong attention to detail, including the ability to stay organized while managing interruptions and shifting priorities.
- Comfort with email, Microsoft Office or Google Workspace, databases, online forms, and basic digital tools.
- Willingness to learn Planning Center or similar church management software.
- Ability to handle confidential information with maturity, discretion, and good judgment.
- Familiarity with church life, ministry rhythms, and Christian values.
- Experience in office administration, nonprofit administration, church administration, bookkeeping support, communications, or operations would be an asset.
Hours and Compensation
This role is normally structured around the church’s Tuesday–Friday office rhythm, reflecting the ministry work-week and staff day off on Mondays. Compensation begins at $24/hour, commensurate with experience. Vacation time available upon request.
Typical structure
Tuesday–Friday, 9:00am–1:00pm, Sunday, 8:30am–10:30am – 18 hours per week to start with the possibility of adjustment based on ministry needs and budget.
Application Process
- Interested candidates should submit a resume, a brief note outlining their interest in the role, and any relevant references or certifications to [email protected].
- Applications will be reviewed on a rolling basis until the position is filled. Shortlisted candidates will be contacted for further interviews and assessments.
- An up-to-date police check will be required before being formally hired to this position.
Pay: $22.00-$26.00 per hour
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Work Location: In person
