MAIN DUTIES AND RESPONSIBILITIES:
Administrative Duties
1. Event Management
Church Weddings:
- Coordinate/oversee the church weddings bookings, ensuring that all wedding logistics have been arranged with relevant parties prior to the event date. This includes handling and responding to queries on requests for bookings, briefing on the protocol and policies for weddings, coordination of wedding rehearsals and bookings, arranging for catering, and distribution of wedding programmes/leaflets etc.
- Update the monthly Wedding Master Listing for sending to relevant parties.
- Prepare/update Standard Operating Procedure (SOP) and checklist for church weddings.
Other Church Events:
- Coordinationof key leadership/church-wide retreats/events/conferences/meetings (including room/event bookings and set-up, catering arrangements, AV, and materials/handouts) in consultation with key stakeholders.
2. Pantry:
- Order and ensure adequate L4 pantry items
- Manage the L4 cleaners for pantry cleanliness.
3. Staff Contact List:
- Update staff's contact information on a timely basis according to the latest headcount and seating plan.
Receptionist Duties
- Handle incoming telephone calls, messages and direct to relevant parties/ escalate feedback to the relevant department when necessary.
- Provide a professional and welcoming front desk experience as the first point of contact for visitors and guests to the church office (including directing visitors and guests to the appropriate person/meeting room and serving of refreshments/beverages).
- Ensure meeting rooms are kept clean, organized and presentable at all times.
- Assist in making room bookings and arrangements when required.
- Handle all incoming and outgoing mail services & postage, and courier deliveries (including distribution of all documents/parcels to the addressed recipients)
- Manage theregular servicing schedule for the mail franking machine to ensure that it is well-maintained and in good working condition.
Others:
- Provide back-up for L2 receptionist when team member is away/on leave.
- Manage the Admin team functional email account.
- Order staff lunches and birthday cakes for monthly staff celebration
- Keep a record of church attendance for all services.
- Any other ad hoc duties as assigned by the supervisor and/or Pastor-in-Charge.
QUALIFICATIONS:
- Minimum Diploma holder and above or equivalent.
RELEVANT EXPERIENCE AND SKILLSETS:
- At least 2-3 years relevant experience in office administration duties/reception duties. Additional experience with event management will be preferred.
- Able to work independently under minimal supervision.
- Strong customer-service mindset and displays professionalism in responses.
- Strong interpersonal/people and communication (written & verbal) skills with demonstrated professional phone etiquette skills and ability to manage various stakeholders (internally & externally) across levels.
- Strong organizational and administrative skills with the ability to multitask effectively and maintain attention to detail. Able also to problem-solve and works well under pressure to meet deadlines.
- An innovative/resourceful and pro-active team player, self-motivated, friendly and easy to approach.
- Proficient in Microsoft Office suite of applications.
