Part-Time Coordinator for Facilities & Property Management (afternoon hours 1:00 pm – 6:00 pm) (Part-time)


Job Family

Coordinator

Department

Facilities & Property Management

Reports to

Director of Facilities and Property Management

Time Requirements

Part Time

Classification

Associate

PCPC Mission

To extend the transforming presence of the Kingdom of our Lord Jesus Christ in Dallas and to the world.

Job Family

Ministry-driven; heavily interfaces with membership and coordinates volunteer schedules; high level of activity and people-facilitation. High level of activity and people facilitation. Plans, directs, organizes, and coordinates resources for activities, processes, projects and/or events for department/ministry area. Advanced people skills and solid database skills required. 

Purpose of Job

Support the Director of Facilities and Property Management (DFPM) to provide oversight of church-owned facilities and grounds hosting 10,000+ events per year, through strong coordination of administrative, financial, and property management. Pro-actively, collaboratively, graciously, efficiently, and effectively work with committees, staff, ministries, volunteers, and vendors to coordinate the prioritization and execution of projects within agreed upon timelines. Support Manager of Events w/programming. Create depth for the other Coordinator of Facilities & Property Management. Strategically work to implement Facilities vision. Facilitate ongoing communication to all involved to ensure clear expectations and outcomes. Perform all PCPC work to the glory of God. 

Individual Job Responsibilities

Abide in Christ

  • Dependent, abiding relationship with Christ personally expressed through the Five Statements of Identity.

Administrative Support

  • Partner with Director of Facilities and Property Management (DFPM), entire Facilities staff, and committees (Facilities, Finance and Aesthetics) to assist in implementing and executing the Facilities vision
  • Serve as a gatekeeper for the DFPM when he is in the office, and as the voice of the DFPM when he is unavailable or out of the office
  • Reply to and prioritize 50+ emails daily, create action list, and inform DFPM of any urgent situations
  • Assist in maintaining the WIP (work in progress) file with records of maintenance
  • Keep up-to-date records of vendors and companies including contact names and account codes
  • Greet various business and sales contacts
  • Work through purchase proposals and/or contracts with DFPM and respond accordingly
  • Maintain safety certification records for staff and volunteers (i.e., CPR)
  • Facilitate vehicle use policy compliance and verify that up-to-date insurance certificates are in vehicles
  • Maintain records for vehicle maintenance program
  • Coordinate various Excel spreadsheet
  • Schedule and manage HVAC for events, including Sundays
  • Schedule security one month in advance and verify compliance; schedule event security
  • Follow-up on work orders and event set up

Property Management

  • Participate in annual vendor renewal meetings with DFPM to understand expectations for vendor timeliness, quality, and cost
  • Receive, assess, diagnose, and delegate reactive requests that require action to the appropriate staff member
  • Assist in supervising maintenance crew and interface with maintenance company
  • Make routine inspections of the properties for maintenance and safety issues
  • Coordinate and respond to staff requests of needs/repairs for all areas of Facilities either by Spiceworks, telephone, email, or walk-ins
  • Maintain preventative maintenance schedules
  • Label and record assets (i.e., motors, A/V equipment, pianos, etc.) and asset tags for asset management and inventory control
  • Do weekly walk through building inspections (including after Sunday mornings and MidWeek) to check completed and outstanding work requests

Financial Support

  • Code invoices, review for errors, and prepare for approval; copy and submit invoices to Accounts Payable for payment; file invoices
  • Reconcile process and submit for payment monthly credit card statement for DFPM
  • Follow-up by email or telephone regarding incorrect invoices
  • File delivery tickets and work orders; match work tickets with invoices

Provide Support for Manager of Events & Serve as Backup for EMS

  • Provide occasional support and serve as backup for Manager of Events in EMS
  • Assist in the event management processes including but not limited to, learning and maintaining proficiency in EMS (Event Management Systems), setting up event dates in EMS and verifying that all required information has been entered into the EMS database
  • Learn door access programming
  • Be present at major events, as needed

Education and Experienced Required

  • Comfortable working in a faith-based Christian work environment. Must be ministry minded and view the job as a calling.
  • College degree preferred
  • Prefer three to five years related work experience or equivalent in property and liability insurance, bookkeeping, coordinating property management in a high-volume environment
  • Able to lift or move items between 10-25 pounds
  • Must have a “can do” attitude, possess a good sense of humor, and have ability to laugh every day
  • Results-focused, team-oriented with a strong work ethic
  • Work with highest degree of honesty, integrity, and professionalism

Qualifications - Competencies

  • Must be team oriented and work well with others in team setting
  • Strongly prefer bi-lingual (English/Spanish)
  • Strong listening, communication, and interpersonal skills
  • Strong consistent attention to detail, organization
  • Ability to provide top notch customer service to demanding clientele
  • Ability to manage multiple tasks efficiently and effectively in a fast-paced environment
  • Ability to meet constant deadlines with a positive attitude
  • Ability at times to work under high pressure
  • Ability to resolve conflict calmly, politely, and professionally with compassion
  • Approachable, responds to others in a manner that makes them feel heard, understood, and valued
  • Provides options and grace for unforeseen issues
  • Ability to set and manage accurate expectations with realistic commitments and options based on available resources, including a bias for under promising and over delivering
  • Possess a “handyman mentality” regarding common sense practical solutions and timelines

Job Complexity

  • Must understand the role of Facilities and Property Management and how the department/ministry interfaces with and impacts other departments and ministries
  • Essential participant in planning stages of all projects that include Facilities
  • Capacity to prayerfully forecast and problem solve with patience, wisdom and understanding of impact to overall outcome
  • Work requires initiative, attention to detail, dedication to accuracy and multi-tasking
  • Strong consistent attention to detail and organization

Work Environment

  • High energy office and church environment
  • Afternoon office hours; 25 hours a week; 4-5 hours a day for 5 days a week (will be asked to work on Saturdays or Sundays up to 14 times a year to “cover the bases” for the DFPM in his absence)
  • Highly relational and people intensive
  • High volume workload
  • Will intermittently access work areas near minors (birth to 18) and requires Ministry Safe reference checks
  • Christ centered

How to apply

Please email your cover letter and resume to careers@pcpc.org. Please note the job for which you are applying in the email. Thank you.