Administrative Coordinator

This role is open to candidates based in LATAM, Africa, and Eastern Europe. Please note that as this role supports U.S.-based clients, candidates must be available to work during U.S. business hours aligned with the client’s time zone.

Our client is a thriving, faith-based organization with an active campus community and a high-volume operational environment. They run regular worship experiences, community events, and facility rentals — all of which require tight coordination, clear communication, and a team that takes excellence seriously. With a strong internal culture and defined systems, they are looking for a remote administrative professional who can plug into their processes and keep everything moving with precision and care.

Role Overview:

The Administrative Coordinator serves as the operational backbone of a busy church campus, managing the master calendar, coordinating events and facility usage, handling communications, and ensuring the administrative office runs with consistency and excellence. This role requires someone who thrives on structure, takes ownership of their workflows, and can manage multiple moving parts simultaneously without letting anything slip through the cracks. The Administrative Coordinator will work closely with the Executive Pastor and internal leadership to keep daily, weekly, and event-based operations on track.

Fully Remote (Work from Home) | 9AM – 5PM EST

Key Responsibilities:

Calendar & Schedule Management

• Own and maintain the Master Calendar, ensuring all events, meetings, and worship experiences are accurately reflected and up to date

• Complete the Calendar Audit Checklist on a weekly basis to verify accuracy and catch conflicts

• Coordinate scheduling for on-campus meetings, prepare meeting rooms for leadership, and manage all calendar-related communications

Email & Phone Communication

• Monitor and respond to all incoming emails — including junk/spam folders — for messages received prior to 4PM local time, using approved template emails per the Brand Guide

• Answer phone extensions, field calls professionally, and respond to voicemails within the same business day

• Send email confirmations to upline upon completion of inbox tasks and communications

Visitor & Facility Coordination

• Check in all campus guests during office hours by collecting photo ID, issuing visitor badges, logging visits in iCal with reason and expected duration, and managing check-out protocol

• Ensure all campus facilities are unlocked and rooms are opened at designated times per the Administrative Office Prep Checklist

• Conduct weekly facility audits using the Cleaning Audit Checklist and remediate any issues to maintain campus excellence

Event & Rental Coordination

• Coordinate all campus event rentals and respond promptly to each rental inquiry using the designated Event Response Email

• Finalize preparation for worship experiences and events, ensuring all aspects are running timely, efficiently, and according to approved flows

• Complete and submit the Worship Experience Flow & Elements Checklist to upline for review and approval each week

Administrative Operations & Documentation

• Complete the Administrative Office Checklist at the start and end of each day

• Receive, unseal, and route all incoming mail and packages to the appropriate parties and notify recipients via email

• Maintain the Vendor Password List, update door codes and device codes as needed, and ensure consistency across all access credentials

• Print and coordinate the distribution of Baptism and Child Dedication certificates upon request, managing the signature and pickup process

• Submit timesheets to upline by 1PM EDT on applicable payroll weeks

Post-Event Auditing & Reporting

• After worship experiences, events, and team gatherings, audit for no-call/no-show (NCNS) team members and submit results to upline for directives

• Partially and fully complete the AOC Agenda on a rolling weekly schedule (Mondays, Tuesdays, and Wednesdays)

Qualifications — Experience:

• 2+ years of experience in an administrative, office coordinator, or operations support role

• Demonstrated experience managing complex calendars and scheduling across multiple stakeholders

• Hands-on experience with inbox and email management, including high-volume correspondence and template-based communication

• Prior experience coordinating events, facility usage, or vendor interactions in a professional setting

• Proficiency with Google Workspace (Gmail, Google Calendar, Google Docs) and standard office software

• Familiarity with iCal or similar calendar platforms is a plus

Qualifications — Skills:

• Extremely detail-oriented — catches errors, maintains checklists, and follows multi-step processes without shortcuts

• Highly organized with the ability to manage daily, weekly, and event-based workflows simultaneously

• Strong written and verbal communication skills; professional and warm in tone

• Process-driven — comfortable working within defined systems and standard operating procedures

• Proactive and self-managing — able to work independently in a fully remote environment with minimal supervision

• Calm under pressure, especially during high-activity periods like events or worship experiences

• Comfortable interacting with vendors, visitors, and internal stakeholders with professionalism and care

• Discreet and trustworthy when handling sensitive access credentials and organizational information

This is a meaningful opportunity to be the operational heartbeat of a vibrant, mission-driven organization — where your attention to detail and love of systems directly impacts how effectively an entire campus community runs. As an Administrative Coordinator, you will not be just a support role; you will be the person leadership leans on to make sure nothing falls through the cracks.