Guest Relations Administrative Coordinator - In House - Background Check Required

POSITION OVERVIEW:

The Guest Relations Administrative Coordinator serves as the primary point of contact for visitors, donors, ministry partners, and callers at ICM headquarters. This position manages front desk operations while providing administrative, office, and inventory support to the Ministry Advancement team and other departments.

DUTIES AND RESPONSIBILITIES: (Key responsibilities and essential functions include percentages of time.)

A. Essential Functions: Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Front Desk, Guest Services, and Telephone Support: (50%)

• Welcome guests, donors, ministry partners, vendors, applicants, and team members in a professional, friendly, and Christ-centered manner
• Answer, screen, and direct incoming telephone calls, and receive, sort, and distribute incoming mail, packages, and deliveries
• Prepare outgoing mail and coordinate shipping and courier services
• Maintain visitor sign-in procedures, badges, and front office security records
• Keep the reception area, lobby, and assigned common areas clean, organized, and well stocked
• Assist with meeting setup, conference room preparation, visitor hospitality, and refreshments as needed

Administrative, Office Operations, and Inventory Support: (40%)

• Prepare meeting materials and assist with meeting follow-up, including note taking and tracking action items as assigned
• Coordinate routine office mailings and prepare correspondence for distribution
• Maintain office supplies, forms, calendars, directories, and shared administrative resources
• Assist with internal communications, announcements, schedules, and team recognition activities
• Help coordinate staff meetings, ministry events, devotions, and other internal activities
• Manage inventory of ICM books and ministry resources, including monitoring inventory levels, retrieving materials from the off-site storage facility, organizing inventory, and ensuring adequate supplies are available
• Perform additional administrative and office support duties that contribute to the efficient operation of ICM headquarters

Advancement and Cross-Departmental Support: (10%)

• Assist with donor correspondence and donor service activities as assigned
• Provide administrative support during staff absences, periods of increased workload, and special ministry projects
• Cross-train on recurring office and departmental processes to provide backup support when needed
• Assist with ministry-wide initiatives and other assignments as directed
• Perform other duties as assigned

B. WORKING RELATIONSHIPS:

Supervision Exercised:

This position does not directly supervise employees but may assist with coordinating front desk coverage, training temporary staff, or providing guidance on routine office procedures as assigned.

Supervision Received:

This position reports to the Ministry Advancement Project Manager or another designated supervisor. Assignments may also be coordinated with other department leaders based on ministry priorities.

Meetings:

Attend staff meetings, department meetings, training sessions, devotions, and other meetings as assigned while ensuring consistent front desk coverage.

C. PHYSICAL DEMANDS:

This is a largely sedentary role that requires regular standing and walking to greet visitors, receive deliveries, and prepare meeting spaces, along with the ability to lift and/or move objects up to 20 pounds regularly and up to 50 pounds on occasion (e.g., books and ministry resources). This position also requires occasional travel to ICM's off-site storage facility to retrieve, organize, and transport materials, as well as regular use of computers, telephones, and other office equipment. This position is based at ICM headquarters and requires reliable on-site attendance during normal business hours, with occasional schedule adjustments to support meetings, ministry events, or deliveries.

QUALIFICATIONS REQUIRED: (Knowledge, Skills and Abilities)

• A follower of Jesus Christ with a servant's heart for missions and discipleship
• High school diploma or equivalent
• Strong verbal and written communication skills
• Excellent organizational, time management, and follow-through abilities
• Strong attention to detail and commitment to accuracy
• Proficiency with Microsoft Office and standard office technology
• Ability to maintain confidentiality and exercise sound judgment
• Ability to manage multiple priorities while providing exceptional customer service
• Dependable, collaborative, and willing to support multiple departments as needed

Preferred Qualifications:

• Associate degree or relevant administrative training
• Previous experience in reception, administrative support, office coordination, customer service, or hospitality
• Experience using databases, donor management systems, or similar administrative software

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.

Job Type: Full-time

Pay: $31,000.00 - $37,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Referral program
• Retirement plan
• Vision insurance

Application Question(s):

• Do you have experience using databases, donor management systems, or similar administrative software?

Education:

• Associate (Preferred)

Experience:

• reception, administrative , office, or customer service: 2 years (Preferred)

Language:

• English (Required)

Ability to Commute:

• Newport News, VA 23602 (Required)

Work Location: In person

Salary : $31,000 - $37,000