Reception & Office Support Coordinator

Bend, OR, USA|Onsite

Job Overview

Employment Type

Hourly

Compensation

Hourly

Range $19.50 - $25.25

Work Schedule

Standard Hours

Benefits

team-centered environment

Free childcare

Counseling sessions

Paid sick leave

Paid holidays

Job Description

Westside Church is a vibrant and welcoming faith community dedicated to serving its members and the broader community with compassion and care. Known for its inclusive ministry and commitment to spiritual growth, the church offers a supportive environment where individuals can deepen their faith and engage in meaningful outreach. Located in a thriving neighborhood, Westside Church is a hub for spiritual development, community support, and fellowship. The church emphasizes mental, emotional, and spiritual well-being for its staff and congregation, fostering a team-centered and highly collaborative work culture. This church environment provides various support services including childcare, counseling, and paid leave benefits to enhance the well-being of its employees.

The Reception and Office Support Coordinator role at Westside Church is essential in shaping the first impression for all visitors and callers. This position is responsible for managing the daily office operations while maintaining a hospitable and ministry-focused atmosphere. The Coordinator acts as a key liaison within the church, coordinating benevolence and pastoral care support while ensuring efficient administrative processes and comprehensive reporting. This is an hourly, part-time role with a set schedule from Monday through Thursday, 9:00 AM to 1:00 PM. The position supports the church’s mission by welcoming guests, assisting staff, managing communications, and supporting community care efforts.

The job duties include opening and preparing the office with a hospitality mindset, greeting and assisting visitors, managing phone calls, and ensuring smooth mail handling processes. A significant aspect of the role is pastoral care and benevolence support, where the Coordinator handles immediate prayer requests, assesses community care needs, coordinates financial assistance, and partners with pastoral volunteers and staff for follow-up. The role also involves maintaining records, distributing grief materials, and regular inventory and supply management. Quarterly and seasonal responsibilities include managing office equipment, supporting pastoral care functions like funeral flower orders, and coordinating meal and visitation requests.

Annually, the Coordinator manages the Holiday Gift Card Program, which includes handling request processing, distribution, and tracking of gift cards for community outreach and church families. Collaboration with the Care Pastor and ministry teams is integral, although the position does not have supervisory responsibilities. The church offers several employee benefits including paid sick leave, paid holidays, free childcare for staff children, and access to counseling services. Westside Church requires criminal background checks for all employees to ensure a safe and trustworthy environment. The anticipated start date for this role is August 3, 2026, and applications are accepted until the position is filled.

Job Requirements

high school diploma or equivalent
minimum of two years experience in administrative, receptionist, customer service, or church office setting
demonstrated ability to provide exceptional hospitality and communicate with compassion, professionalism, and discretion
proficient in Microsoft Office Suite and cloud-based software applications
ability to learn systems such as Planning Center and BambooHR
ability to manage multiple priorities
maintain confidential information
work independently while supporting a team-oriented ministry environment

Job Qualifications

high school diploma or equivalent
associate degree in business administration, ministry, or related field preferred
minimum two years experience in administrative, receptionist, customer service, or church office environment
strong hospitality skills with compassion, professionalism, and discretion
proficiency in Microsoft Office Suite and cloud-based applications
ability to learn planning center and bambooHR systems
ability to manage multiple priorities
maintain confidential information
work independently and collaboratively in a ministry-focused environment

Job Duties

open and prepare the main office each day with a hospitality approach
greet and assist all visitors entering the main office
answer, screen, and transfer incoming telephone calls
review planning center calendar and bambooHR to stay informed of events and staff schedules
support staff as needed within time constraints
process and post outgoing mail
sort and distribute incoming mail
notify staff of large package deliveries
pray with individuals by phone or in person upon immediate request
serve as first point of contact for benevolence and community care inquiries
notify pastoral support team of new care applications and provide relevant information
oversee financial assistance requests and coordinate community care funds distribution
partner with pastoral support volunteers and staff for follow-up and care
maintain and update permanent records
send scheduled grief packet books and materials to families
monitor inventory levels and order office supplies
order non-printed paper supplies and staff refreshments
manage postage needs including stamps.com orders
prepare and update monthly benevolence reports
attend monthly staff connect and staff lunch
order copier and printer supplies
coordinate office equipment repairs and assist with minor equipment issues
contact service providers for equipment repair
order flowers and coordinate funeral-related flower deliveries
order and maintain grief packets and bereavement materials
notify team leaders of meal and hospital visitation requests
receive and process holiday gift card requests
distribute gift cards and maintain tracking for outreach recipients and church families
maintain accurate inventory and distribution records