Job Overview

We are a Christian non-profit organization seeking a Front Office Administrator to serve as the first point of contact for visitors, donors, and staff while ensuring smooth day-to-day operations of the office. This role combines administrative support, bookkeeping, and a commitment to upholding the organization's mission and values. The ideal candidate is organized, detail-oriented, and passionate about serving in a Christ-centered environment.

Job Description

Strategic Purpose:

The Front Office Administrator position serves as a cornerstone for the operational efficiency and financial integrity of the organization, ensuring that daily activities run smoothly while advancing the mission of the Christian non-profit.

Key Strategic Goals

1. Operational Excellence:
   • Act as the central hub of communication and coordination, enabling staff, volunteers, and visitors to focus on their respective roles and responsibilities without unnecessary interruptions or inefficiencies.
2. Financial Stewardship:
   • Maintain accurate financial records, ensuring that resources are managed responsibly and in alignment with the organization's mission.
   • Provide transparency and accountability in financial matters, building trust with donors, board members, and stakeholders.
3. Support for Mission Delivery:
   • Ensure that administrative and financial systems are robust and efficient, freeing program staff to focus on ministry and community impact.
   • Create a welcoming and organized office environment that reflects the values and professionalism of the organization.
4. Donor and Stakeholder Engagement:
   • Strengthen relationships with donors and partners through timely communication and accurate documentation of contributions.
   • Act as a representative of the organization's mission, embodying its values in interactions with visitors, volunteers, and stakeholders.
5. Alignment with Christian Values:
   • Promote a Christ-centered atmosphere in all interactions, contributing to the spiritual and operational health of the organization.

Overall Mission:

The Front Office Administrator role is strategically designed to ensure the seamless functioning of the organization's operations and finances, enabling the team to focus on advancing its mission of serving others and glorifying Christ. By managing the "behind-the-scenes" details with excellence, the role helps create an environment where ministry can thrive and community impact is maximized.

Impact Goals:

The Front Office Administrator is instrumental in creating a well-functioning, welcoming, and financially responsible organization. The following impact goals outline how the role contributes to advancing the organization's mission:

1. Enhance Operational Efficiency

• Goal: Ensure smooth daily operations by providing administrative support, maintaining organized systems, and acting as the first point of contact for stakeholders.
• Impact: Staff and volunteers are free to focus on ministry and program delivery, maximizing the organization's effectiveness and reach.

1. Strengthen Financial Integrity

• Goal: Maintain accurate financial records, process transactions efficiently, and prepare detailed reports to support informed decision-making.
• Impact: The organization operates with transparency and accountability, building trust with donors, board members, and the community while ensuring resources are used effectively.

1. Foster a Welcoming Environment

• Goal: Create a Christ-centered, friendly atmosphere for visitors, staff, and volunteers by managing the front office with professionalism and warmth.
• Impact: Stakeholders feel valued and connected to the organization, reinforcing their engagement and support for its mission.

1. Strengthen Donor and Stakeholder Relationships

• Goal: Provide accurate documentation, timely acknowledgments, and clear communication to donors and partners.
• Impact: Donor retention increases, and relationships with supporters grow stronger, ensuring the sustainability of the organization's work.

1. Support Program Delivery

• Goal: Handle administrative and logistical tasks to allow program staff to focus on ministry and direct services.
• Impact: Ministry programs operate efficiently, leading to greater community impact and spiritual growth among participants.

1. Uphold Christian Values in Operations

• Goal: Ensure that every interaction, decision, and task reflects the organization's faith-based mission and values.
• Impact: The organization maintains its integrity as a Christ-centered entity, inspiring trust and confidence among stakeholders.

1. Improve Communication and Collaboration

• Goal: Act as a central point of contact and communication for staff, volunteers, and external partners.
• Impact: Increased collaboration and reduced miscommunication lead to a more unified and effective team.

1. Advance the Organization's Mission

• Goal: Provide the foundational administrative and financial support needed to achieve the organization's mission of serving Christ and the community.
• Impact: The organization's capacity to minister to others and make a meaningful impact grows, fulfilling its purpose to glorify God through service.

By achieving these impact goals, the Front Office Administrator ensures that the organization operates efficiently, responsibly, and in alignment with its Christian mission, enabling it to serve the community effectively and sustainably.

Required Tasks

The Front Office Administrator role involves a combination of administrative, financial, and mission-support tasks. These responsibilities ensure the smooth functioning of the office while aligning with the organization's Christian values and mission.

1. Administrative Support

• Manage Office Operations:
  • Answer phones, respond to emails, and greet visitors warmly.
  • Organize and maintain office files, both physical and digital.
  • Order and restock office supplies as needed.
  • Oversee the cleanliness and organization of the office.
• Schedule and Coordinate:
  • Arrange meetings, appointments, and events for staff and volunteers.
  • Maintain shared calendars to ensure alignment and avoid scheduling conflicts.
• Communications:
  • Draft and send newsletters, emails, and announcements to staff, donors, and stakeholders.
  • Act as a liaison between the organization and external partners, ensuring clear and timely communication.

1. Bookkeeping and Financial Tasks

• Accounts Payable and Receivable:
  • Process invoices, donations, and payments accurately and on time.
  • Record all financial transactions in bookkeeping software (e.g., QuickBooks).
• Bank Reconciliation:
  • Reconcile bank statements monthly to ensure accuracy in financial records.
• Financial Reporting:
  • Prepare monthly financial reports for the leadership team and board of directors.
  • Maintain records of donations, grants, and other revenue sources.
• Payroll Assistance:
  • Prepare payroll information and coordinate with payroll service providers as needed.
• Audit Preparation:
  • Organize and provide financial records for audits or reviews.

1. Donor and Stakeholder Support

• Donation Tracking:
  • Maintain accurate records of contributions in a donor management system.
  • Generate and send tax-deductible receipts and thank-you letters to donors.
• Fundraising Support:
  • Assist with fundraising campaigns, including creating mailing lists and tracking campaign performance.

1. Mission and Program Support

• Volunteer Coordination:
  • Assist in organizing schedules and communication for volunteers supporting ministry efforts.
• Event Support:
  • Help plan and prepare for ministry events, including setting up materials, confirming RSVPs, and coordinating logistics.
• General Program Assistance:
  • Provide administrative support for ministry staff to ensure programs run smoothly.

1. Upholding Christian Values

• Prayer and Encouragement:
  • Offer prayer and encouragement to staff, volunteers, and visitors as appropriate.
• Faith-Based Communications:
  • Ensure all written and verbal communications reflect the organization's Christian mission and values.
• Role Model:
  • Demonstrate Christ-centered behavior and a servant's heart in all tasks and interactions.

1. Miscellaneous Office Duties

• Troubleshoot Issues:
  • Address minor IT problems, such as printer errors or software troubleshooting, and escalate as needed.
• Compliance Maintenance:
  • Ensure organizational compliance with legal and financial regulations.
• Other Duties as Assigned:
  • Flexibly take on additional tasks to meet the needs of the organization.

By performing these tasks with diligence and a Christ-centered attitude, the Front Office Administrator plays a vital role in advancing the organization's mission and creating an efficient, welcoming environment for all.

Qualifications:

Administrative Skills

• Proven experience in office administration, reception, or a similar role.
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and office equipment.

Bookkeeping Skills

• Experience with bookkeeping software (e.g., QuickBooks or similar).
• Knowledge of accounting principles, including accounts payable/receivable and reconciliations.
• Attention to detail and accuracy in financial record-keeping.

Personal Attributes

• Alignment with the organization's Christian mission and values.
• Friendly, welcoming demeanor with a heart for serving others.
• Integrity, discretion, and professionalism in handling confidential information.
• Proactive, self-motivated attitude with a willingness to learn and grow.

General Requirements

• High school diploma or equivalent required; additional technical training or certifications preferred.
• Minimum of 2 years of experience in office administration or bookkeeping.
• Alignment with the church's mission, vision, and values.
• Valid driver's license and reliable transportation.
• Ability to lift up to 10 pounds and work in various environmental conditions.

Professional Characteristics

To excel in this role, the Front Office Administrator should demonstrate the following professional characteristics:

1. Strong Organizational Skills

• Ability to manage multiple tasks, prioritize effectively, and maintain a well-organized office environment.
• Attention to detail in administrative and bookkeeping responsibilities to ensure accuracy and efficiency.

1. Effective Communication

• Clear and professional verbal and written communication skills for engaging with staff, donors, volunteers, and stakeholders.
• Active listening skills to understand and address the needs of others.

1. Financial Acumen

• Proficiency in bookkeeping and financial management, including handling accounts payable/receivable, payroll assistance, and financial reporting.
• Ability to maintain accuracy and confidentiality in financial tasks and donor records.

1. Proactive Problem-Solving

• Initiative to anticipate needs, address challenges, and identify ways to improve office processes.
• Resourcefulness in finding solutions for operational or administrative issues.

1. Technological Proficiency

• Competency with office software such as Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with bookkeeping software (e.g., QuickBooks) and donor management systems.
• Comfort with using modern office equipment and basic IT troubleshooting.

1. Professionalism and Integrity

• Dependable, trustworthy, and able to handle sensitive information with discretion.
• Upholds high ethical standards in all financial and operational practices.

1. Interpersonal Skills

• Friendly, approachable demeanor to create a welcoming environment for visitors, staff, and donors.
• Collaborative attitude to work effectively with a diverse team.
• Patience and grace in interactions, reflecting Christian values.

1. Adaptability and Flexibility

• Ability to adjust to changing priorities or unexpected needs in a dynamic office environment.
• Willingness to take on additional tasks as required to support the team and mission.

1. Commitment to Mission and Values

• Alignment with the organization's Christian mission and a personal commitment to serving in a Christ-centered environment.
• Passion for advancing the mission through both operational excellence and personal interactions.

1. Leadership and Initiative

• Confidence to take ownership of administrative and financial responsibilities.
• Ability to guide and support volunteers or junior staff when needed.

Aspects of person or performance that would warrant dismissal or discipline:

• Dishonesty
• Unwillingness to perform
• Inability to perform at required level (incompetence)
• Inability to recognize, comply or align with company goals, standards, etc.
• Unreliability

Compensation and Benefits:

• Salary commensurate with experience.
• Direct Deposit
• Opportunities for professional and spiritual development.