Job Description
Guest Relations Associate
Scope
Foster a warm, welcoming, accepting, and safe environment receiving, greeting, and directing guests and assisting ministry staff advance strategic initiatives and assimilation.
Position Summary
This full-time position serves as first point of contact and first impression of Westover Hills Church effectively managing daily operations and functionality. The primary focus is to greet and welcome guests conducting business with the church office and assist with workflow processes to connect people with values, strategies, ministries, classes, events, etc. that are opportunities of connection and growth for people.
Outcome
Consistent, excellent, reliable, and productive service to any guest/customer/vendor/associate/congregant, appropriately extending the vision/mission and heart of Westover Hills Church.
Relationships
Serve as receptionist, first impression, and front desk contact for all guests during office hours. Reports directly to Executive Support Team.
Responsibilities
- Execute all office-related daily function, such as but not limited to, phone calls, written and electronic correspondence, records management, organization, collaboration, information sharing, master calendar, resources, registrations, and communication management.
- Receive and distribute all incoming calls and manage guest traffic flow with effective gatekeeping.
- Daily utilize and maintain approved ministry tools (database/community/communication) for all ministry strategies – ministry groups, classes, follow up, care, spiritual growth, leadership development, assimilation, attendance, special event registrations, etc. by entering data, connections, and comments as it pertains to individuals associated with Westover Hills Church.
- Responsible for data integrity and accuracy of information of individuals and people groups associated with Westover Hills Church in approved ministry tools (database/community/communication), including but not limited to, demographics, involvement, relationships, assimilation, spiritual growth, confidentiality, and participation.
- Facilitate and manage registrations for any associated events, including but not limited to, receiving registrations and monies, processing credit card payments, data entry of registration, and compiling appropriate reports when necessary.
- Receive and appropriately distribute incoming/outgoing mail for church.
- Receive deliveries and packages. Appropriately identify packages and notify ministry departments.
- Data entry for connection cards (first time guests/prayer requests/testimonies), ministry/event information or interest cards, return mail, attendance, prayer requests from phone calls, hospital connections, and other assimilation connections/comments as directed.
- Prepare ministry and organizational reports using approved ministry tools (database/community/communication).
- Coordinate care gifts related to hospitalizations, funerals, and other occasions for church family members. Coordinate benevolence requests and distributions as directed.
- Provide administrative assistance to Connections Ministry relating to events, training, guest gifts preparation, guest follow up, special initiatives, data entry, service supplies orders, and other office needs. Assist Event Coordinator and Concessions Manager (for food/beverage items) related to service giveaways for mass distribution as needed.
- Comply with proper expense documentation best practices, including but not limited to, submission of purchase requisitions, reimbursement requests, credit card reconciliations, budget accountability, etc.
- Reconcile business credit card account for assigned ministry/ministries.
- Project management for assigned ministry directors or pastors.
- Complete various assignments, duties, and projects unique to the assigned ministry.
General Requirements
- Agreement with the doctrines and statement of faith of the Assemblies of God. See ag.org/Beliefs/Statement-of-Fundamental-Truths for detailed information.
- Serving on a church staff places a person in a ministry context. This necessitates personal integrity, moral godliness, spiritual attitude, a serving heart, and spiritual excellence. (Eph.4:25-32; 5:1-7, 15-18; Phil. 4:8-9; 2:14; Gal. 5:19-21)
- Extend the heart and spirit of the church, and ultimately the Lead Pastor.
- Respond with respect, loyalty, confidentiality, compassion, and care.
- As a representative of the church both during specified work hours and personal time, model and guard Westover Hills Church culture in word and deed, fully supporting the values and ministry initiatives above personal preferences.
- Foster high standards of excellence, efficiency, punctuality and professionalism.
- Anticipate challenges and navigate volunteers and/or staff through transitions and change.
- Be a leader of leaders with the proven ability to equip leaders.
- Demonstrate experience leading teams toward measurable goals.
- Be humble, teachable and both welcome and invite feedback.
- Be a team player and work well with others.
- Demonstrate the ability to be creative and do what is needed to accomplish the mission.
- Prefer a fast and flexible work environment.
- Demonstrate a history of financial generosity in the local church.