Office Administrator

Position Description

Updated: November 2025

Overview

The Office Administrator is the central point for administrative, communication, and operational support at Clearbrook MB Church (CMBC). This position ensures the church office runs with excellence, hospitality, and efficiency, supporting ministry staff, volunteer teams, and the wider congregation. The ideal candidate thrives in a fast-paced ministry setting, shows outstanding professionalism, and reflects the welcoming, servant-hearted spirit of CMBC.

Purpose of the Role

The Office Administrator works closely with the Pastor of Church Ministries and Pastoral Team to provide organizational leadership to the church office by establishing effective systems, managing daily operations, and ensuring that Clearbrook MB Church maintains a warm, responsive, and well-coordinated administrative presence.

Key Responsibilities

1. Office Operations & Administration

• Oversee the daily operation of the church office, ensuring a warm, professional, and hospitable environment.
• Develop, maintain, and streamline office systems, policies, and procedures to enhance efficiency and ministry effectiveness.
• Ensure full reception coverage during operating hours; train and coordinate volunteers assisting with reception and administrative tasks.
• Maintain and manage office supplies, inventory levels, and paperwork systems (digital and physical).

2. Technology & Information Management

• Oversee office technology, including computers, phones, printers, network systems, and software tools; coordinate technical support as needed.
• Manage service contracts and equipment leasing agreements, in consultation with the Pastor of Church Ministries.
• Maintain the church database (e.g., PowerChurch) with a high degree of accuracy—membership records, attendance data, statistical reports, and communication lists.
• Support digital communication: email platforms, newsletters, digital signage, and website content updates (training provided if needed).

3. Administrative Support to Pastoral & Ministry Staff

• Provide high-level administrative support to the pastoral team, including scheduling, document preparation, proofreading, and communication support.
• Assist with publishing operations (bulletins, event materials, posters, special service programs).
• Delegate or coordinate administrative tasks with volunteers or part-time staff as appropriate.
• Prepare and maintain official records such as Council minutes, congregational meeting files, and other organizational documents.

4. Financial & Booking Coordination

• Support donation posting under the guidance of the Receipting Treasurer.
• Coordinate facility bookings and rentals in partnership with the Facilities Coordinator, ensuring clear communication and smooth logistics.
• Assist with invoice processing, filing, and administrative tasks related to financial workflow (no payroll or accounting responsibilities unless assigned).

5. Communication & Hospitality

• Serve as one of the primary points of contact for the church—greeting guests, responding to inquiries, and providing timely information.
• Maintain a warm, respectful, and service-oriented presence, especially considering CMBC’s large senior population.
• Support internal communication across ministries to ensure alignment, clarity, and smooth operations.

6. Other Duties

• Carry out additional administrative responsibilities as assigned by the Pastor of Church Ministries or Lead Pastor.
• Support special events, memorial services, and church-wide initiatives as needed.

 

Qualifications & Competencies

Professional Competencies

• Proven experience in office administration, coordination, or an equivalent role.
• Strong organizational, analytical, and leadership abilities.
• High proficiency with MS Office (Word, Excel, PowerPoint, Outlook, Publisher).
• Experience with office management systems, church databases, or CRM platforms (PowerChurch experience an asset).
• Familiarity with website management or digital communication tools is considered an asset.
• Exceptional written communication, proofreading accuracy, and customer-service skills.
• Strong time-management and multitasking abilities; able to prioritize in a dynamic environment.
• Ability to handle confidential and sensitive information with discretion and professionalism.

Personal Qualities

• Warm and hospitable demeanor, with a sincere appreciation for seniors and multigenerational ministry.
• Reliable, patient, and committed to excellence.
• Demonstrated team orientation and willingness to support others.
• Professional appearance and demeanor consistent with representing CMBC.

Education

• High school diploma (required).
• Certificate or diploma in office administration or related field (preferred).

Faith & Culture Alignment

• Supports and agrees with the Canadian Conference of Mennonite Brethren Churches Confession of Faith.
• Demonstrates a heart for Christian ministry and the mission of Clearbrook MB Church.

Salary and Benefits

Annual salary range is $50,000 to $60,000 depending on education, experience, and qualifications.

Extended Health benefits will commence after a 3-month probation period.

Application Instructions

Please submit your resume and cover letter to office@clearbrookmbchurch.ca. We sincerely thank all applicants; only those selected for an interview will be contacted.