Administrative Assistant

The Administrative Assistant for the Facilities Department at Christian Healthcare Ministries (CHM) is responsible for providing administrative support to ensure efficient operation of the department. This role involves handling a variety of tasks to support the Facilities Manager and team, including maintaining records, coordinating maintenance schedules, assisting with purchasing, and facilitating various facilities-related projects. The ideal candidate is organized, detail-oriented, and committed to supporting CHM’s mission.

Key Responsibilities

Administrative Support

• Provide general administrative support to the Facilities Manager and team.
• Manage and maintain departmental files, records, and documents.
• Prepare reports, memos, letters, and other documents as needed.
• Assist in the preparation of budgets and monitoring of expenses.

Scheduling and Coordination

• Schedule and coordinate maintenance and repair activities.
• Maintain and update maintenance schedules and logs.
• Coordinate with external vendors and service providers for facilities-related services.
• Assist in organizing and scheduling facility inspections and audits.

Communication

• Serve as a point of contact for the Facilities Department, handling inquiries and directing them to the appropriate personnel.
• Communicate effectively with internal staff and external vendors.
• Assist in disseminating information and updates related to facilities operations.

Project Assistance

• Assist with facilities-related projects, including renovations, relocations, and upgrades.
• Track project timelines and ensure deadlines are met.
• Provide logistical support for facilities projects and events.

Inventory and Supplies

• Maintain inventory of facilities supplies and equipment.
• Order and replenish supplies as needed.
• Ensure that equipment is properly maintained and functioning.

Purchasing

• Assist with purchasing of equipment, supplies, and services for the Facilities Department. Prepare purchase orders and track deliveries to ensure timely receipt of goods and services.
• Work with the Facilities Manager to select vendors and negotiate contracts.

Compliance and Safety

• Assist in ensuring compliance with safety regulations and organizational policies.
• Help coordinate safety training sessions and drills.
• Maintain records of safety inspections and incidents.

Qualifications

• High school diploma or equivalent is required.
• Minimum of 2 years of administrative experience, preferably in facilities management or a related field.
• Administrative or facilities management certifications are a plus.

Skills and Competencies

• Excellent organizational and multitasking abilities.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Effective problem-solving skills.
• Proficiency in MS Office (Word, Excel, Outlook) and familiarity with facilities management software.
• Ability to build and maintain positive relationships with staff, vendors, and service providers.

About Christian Healthcare Ministries

Founded in 1981, Christian Healthcare Ministries (CHM) is a health care sharing ministry for Christians. CHM is a nonprofit, voluntary cost-sharing ministry through which participating Christians meet each other’s medical bills. The mission of CHM is to glorify God, show Christian love, and experience God’s presence as Christians share each other’s medical bills.