St. David’s Episcopal Church
Job Description
Property Administrative Coordinator
Reports To: Property Manager
Status: Part-Time, Non-Exempt
Schedule: Approximately 20–25 hours per week
Position Summary
The Property Administrative Coordinator serves as the primary administrative and operational support to the Property Manager.
The Property Manager leads the Property Department, including the facilities and grounds team, and is responsible for staff supervision, campus operations, maintenance planning, projects, vendors, and the overall care of St. David’s buildings, grounds, school facilities, and cemetery.
The Property Administrative Coordinator supports that leadership by managing the department’s administrative systems, workflows, records, scheduling, reporting, and follow-up. This position will serve as the primary administrator for the eSPACE and PlotBox platforms and will coordinate the administrative aspects of the cemetery plot sales process.
The position is designed to help the Property Manager lead the team effectively by ensuring that information is organized, work is documented, requests move through established processes, and administrative responsibilities are completed accurately and on time.
Primary Responsibilities
Support to the Property Manager
- Serve as the Property Manager’s primary administrative and operational support.
- Help the Property Manager organize departmental priorities, projects, meetings, schedules, and follow-up items.
- Maintain department calendars, project lists, records, files, and documentation.
- Prepare reports, summaries, agendas, meeting materials, and other departmental communications.
- Track assignments and deadlines established by the Property Manager.
- Follow up with employees, vendors, contractors, and internal departments regarding outstanding items.
- Help ensure that the Property Manager has accurate and timely information needed to lead the facilities and grounds team.
- Assist with the preparation of departmental metrics and updates for the COO, Senior Leadership Team, and Property Commission.
- Support communication between the Property Manager, facilities staff, grounds staff, church administration, school administration, and outside vendors.
- Perform other administrative duties assigned by the Property Manager.
eSPACE Administration and Workflow Management
Serve as the primary administrator for the eSPACE facilities management platform.
Responsibilities include:
- Receive and review maintenance, facilities, event setup, and property-related requests.
- Ensure requests contain the information needed for staff to complete the work.
- Enter, categorize, and route requests through the appropriate workflow.
- Assign or direct requests in accordance with procedures established by the Property Manager.
- Track work orders from submission through completion.
- Monitor open requests and follow up on overdue or incomplete assignments.
- Maintain preventative maintenance schedules and recurring work orders.
- Maintain asset records, equipment information, service history, and related documentation.
- Support scheduling and coordination of event setups and facility needs.
- Produce reports regarding workload, completion rates, response times, preventative maintenance, and departmental activity.
- Identify workflow problems or recurring bottlenecks and bring them to the Property Manager’s attention.
- Help train staff and other users on appropriate use of the platform.
- Ensure that eSPACE becomes and remains the standard system for managing Property Department work.
The Property Administrative Coordinator will manage the administrative workflow within eSPACE. The Property Manager will continue to determine departmental priorities, supervise employees, assign staff responsibilities, and make operational decisions.
PlotBox Administration
Serve as the primary administrator for the PlotBox cemetery management platform.
Responsibilities include:
- Enter and maintain accurate cemetery records.
- Maintain plot ownership, availability, sales, burial, and memorial information.
- Update digital cemetery maps and inventory records.
- Maintain records related to interments, memorial installations, plot transfers, and ownership changes.
- Upload contracts, deeds, supporting documents, and correspondence.
- Coordinate with the Property Manager and cemetery staff to ensure records reflect current field conditions.
- Produce cemetery inventory, sales, burial, and operational reports.
- Help develop and maintain consistent PlotBox procedures.
- Work with the software provider and technology support vendors when technical assistance is needed.
- Protect confidential information and maintain accurate permanent records.
Cemetery Plot Sales Administration
Manage the administrative workflow for cemetery plot inquiries and sales.
Responsibilities include:
- Serve as the primary point of contact for initial cemetery inquiries received by phone or email.
- Provide approved information regarding plot availability, pricing, cemetery policies, and the purchasing process.
- Record inquiries and prospective purchaser information in PlotBox.
- Schedule appointments, cemetery visits, and follow-up conversations.
- Coordinate appointments with the Property Manager or another designated representative when an on-site meeting is needed.
- Track inquiries and ensure timely follow-up.
- Prepare sales agreements, deeds, forms, and supporting documentation using approved templates.
- Coordinate signatures, payments, document completion, and internal approvals.
- Work with the Finance Department to confirm payments and maintain accurate financial documentation.
- Update PlotBox records when a sale is completed.
- Maintain accurate plot inventory and prevent conflicting or duplicate sales.
- Provide professional, compassionate, and responsive service to individuals and families.
- Coordinate administrative communication with funeral homes, monument providers, and other parties when appropriate.
- Escalate unusual requests, policy questions, pricing exceptions, or sensitive family concerns to the Property Manager or COO.
This position manages the administrative process for plot sales but does not independently establish pricing, cemetery policy, contractual terms, or exceptions.
Department Workflow Coordination
- Maintain standardized workflows for maintenance requests, event setups, preventative maintenance, vendor work, cemetery activity, and departmental projects.
- Document procedures and help create standard operating guides.
- Ensure work moves to the appropriate person or team.
- Track projects and action items on behalf of the Property Manager.
- Maintain visibility into the status of active work.
- Communicate routine status updates to relevant staff and departments.
- Identify missing information, delayed responses, or unresolved items.
- Recommend administrative process improvements to the Property Manager.
- Help reduce reliance on informal requests, personal text messages, and undocumented verbal assignments.
Facilities and Grounds Team Support
- Provide administrative support to the facilities and grounds employees under the direction of the Property Manager.
- Assist employees with entering, updating, and closing work orders.
- Help staff access schedules, assignments, property information, and project documentation.
- Coordinate routine communications regarding work requests and event needs.
- Maintain training, equipment, vehicle, certification, and vendor records as assigned.
- Support new employee onboarding within departmental systems.
- Help organize team meetings and distribute notes or action items.
This position does not directly supervise the facilities or grounds crew unless specifically delegated in writing. Staff supervision, performance management, scheduling authority, and operational leadership remain the responsibility of the Property Manager.
Vendor and Project Administration
- Maintain vendor contact information, contracts, proposals, certificates of insurance, and related records.
- Assist with scheduling contractors and service providers.
- Track quotes, proposals, purchase requests, project approvals, and invoices.
- Maintain project files and status reports.
- Coordinate access, scheduling, and routine communication with vendors.
- Follow up on requested documents and outstanding work.
- Support the Property Manager in monitoring project timelines and deliverables.
- Route invoices and supporting documentation through the appropriate approval process.
Property Commission Support
- Assist the Property Manager, Property Commission Chair, and COO with preparation for Property Commission meetings.
- Help prepare agendas, property reports, project lists, budgets, proposals, and supporting materials.
- Attend meetings when requested.
- Record decisions, action items, and follow-up responsibilities.
- Track Commission-related assignments between meetings.
- Maintain organized records of Commission materials and recommendations.
Working Relationships
The Property Administrative Coordinator works closely with:
- Property Manager
- Facilities and grounds employees
- Chief Operating Officer
- Property Commission Chair and members
- Church and school administrative staff
- Finance Department
- Funeral homes and cemetery customers
- Contractors, vendors, and service providers
- Technology and software support vendors
Qualifications
- Prior experience in administration, operations coordination, project support, customer service, or a related role.
- Strong organizational and follow-through skills.
- Ability to manage multiple workflows and competing priorities.
- Strong attention to detail and commitment to accurate recordkeeping.
- Comfort learning and administering technology platforms.
- Proficiency with email, calendars, spreadsheets, word processing, and shared digital files.
- Strong written and verbal communication skills.
- Ability to communicate professionally and compassionately with families and members of the public.
- Ability to work independently while taking direction from the Property Manager.
- Sound judgment regarding confidential and sensitive information.
- Experience with facilities management, cemetery administration, sales coordination, databases, or workflow software is preferred but not required.
Core Competencies
The successful candidate will demonstrate:
- Organization and attention to detail
- Dependability and follow-through
- Administrative initiative
- Process and workflow management
- Professional communication
- Customer service
- Technology proficiency
- Discretion and confidentiality
- Collaborative problem-solving
- Ability to support a manager and operational team without creating confusion regarding supervisory authority
Physical Requirements
- Primarily office-based work with regular movement throughout the campus.
- Occasional outdoor work in the cemetery or on church and school grounds.
- Ability to sit, stand, walk, and use a computer for extended periods.
- Ability to occasionally lift and carry materials weighing up to 25 pounds.
- Reasonable accommodations may be made for qualified individuals.
Measures of Success
Success in this position will include:
- The Property Manager receives reliable and proactive administrative support.
- eSPACE is consistently used as the central system for facilities and grounds workflows.
- Work orders are properly entered, routed, tracked, and closed.
- PlotBox records are complete, current, and accurate.
- Cemetery inquiries and plot sales are handled promptly, professionally, and consistently.
- Projects, deadlines, and follow-up items are clearly documented.
- Departmental reports and metrics are accurate and timely.
- Facilities and grounds employees have clear access to assignments and information.
- Communication among the Property Department, Church, School, vendors, and families improves.
- The Property Manager is able to devote greater attention to team leadership, campus operations, planning, and project oversight.
Pay: From $20.00 per hour
Work Location: In person
