Project Admin Assistant

Role Overview

This senior individual contributor supports a facilities management group that maintains places of worship where members gather to pray, learn, teach, and participate in sacred ordinances. Working with the Facilities Manager, the role keeps maintenance and repair work moving on time, helps control budgets, and provides dependable administrative support to leaders and project teams. The work matters because well-run facilities allow members to worship in a setting of reverence and dignity, while also presenting a respectful image to the wider community.

Key Responsibilities

• Lead, train, and mentor junior support staff, giving day-to-day direction and helping them meet established maintenance and administrative standards.
• Coordinate with project teams to track details, follow up on open items, and keep repairs, replacements, and maintenance tasks on schedule.
• Anticipate future facility needs and recommend practical adjustments to plans, resources, or priorities.
• Help build and track budgets for projects or the facilities area, including reviewing expenses and account or payment activity.
• Research and analyze information from multiple sources, then prepare memos, reports, spreadsheets, charts, graphs, and presentations for decision-makers.
• Manage calendars for multiple leaders, schedule meetings and appointments, handle leader inboxes, arrange travel, and record meeting minutes and documentation.
• Plan, organize, and run large meetings, conferences, and events, including presenting information when required.
• Process invoices, purchase orders, and contract paperwork; answer complex phone and email requests; and support office resiliency and emergency response efforts.

Requirements & Qualifications

Required

• Three years of related experience, or progress toward or completion of a relevant post-secondary degree or industry-recognized certification, or an equivalent combination.
• Broad clerical experience with demonstrated computer skills in Windows and Microsoft applications, plus the ability to learn additional software as needed.
• Strong communication skills, including professional phone etiquette and effective business writing.
• Basic business accounting knowledge, including an understanding of invoices, purchase orders, and contracts.
• Excellent organizational skills in filing, scheduling, time management, and prioritization.
• Ability to communicate courteously and effectively with faith leaders, managers, colleagues, and vendors.
• Customer-focused and results-oriented approach, with flexibility and adaptability in changing situations.
• Experience with account and payment management.

Preferred

• A post-secondary degree, directly related experience, and applicable industry-recognized certifications.
• English communication skills sufficient to participate in trainings and calls with area and headquarters teams.
• Power BI abilities to support reporting and analysis for the facilities manager group.
• Knowledge of accounting practices and the local tax system.