Church Facilities Coordinator Job Description Template
For churches building out their facilities team · 4 min read
The Problem Before the Coordinator
You know a church needs a facilities coordinator when the same problems start showing up every week: two ministries booked the fellowship hall for the same night, the custodial team set up for an event nobody told them about, and the facility manager is answering emails about room availability instead of doing maintenance.
The coordinator role exists to own the administrative and scheduling layer of facilities operations. It's not a maintenance role. It's not about fixing things. It's about making sure the right information is in the right hands at the right time — so the building runs smoothly and the people doing the physical work can focus on it.
This is often the first dedicated facilities hire a growing church makes, and it can be part-time to start. The job description below can be scaled up or down based on your church's size and whether this is a standalone role or a shared position with another administrative function.
Where the Coordinator Fits on the Team
The three facilities roles form a natural hierarchy. The coordinator is the entry point:
| Role | Primary Work | Experience Level |
|---|---|---|
| Coordinator | Scheduling, facility requests, documentation, vendor scheduling | Entry to mid-level; 1–3 years admin experience |
| Manager | Building operations, maintenance, work orders, vendor relationships | Mid-level; 3–7 years facilities or trades experience |
| Director | Team leadership, capital budget, multi-campus, strategic planning | Senior; 7+ years with supervisory experience |
In smaller churches the coordinator role is often combined with another administrative position — church secretary, events coordinator, or office manager. That's completely workable. The key is that someone owns the facilities scheduling function, even if it's part of a broader role.
Facilities Coordinator Job Description Template
Copy this template into a Word document and customize it for your church. The brackets indicate places to fill in your specific information.
Position Title
Facilities Coordinator
Organization
[Church Name] · [City, State]
Position Type
[Full-time / Part-time / Hourly] · Reports to [Facilities Manager / Director of Operations / Executive Pastor]
Position Summary
The Facilities Coordinator supports the day-to-day administrative operations of the [Church Name] facilities team. This role is the primary point of contact for facility use requests, room reservations, and scheduling coordination — ensuring that all ministries and outside groups have the information and setup support they need, and that the facilities team has advance notice of everything happening in the building.
Primary Responsibilities
- Receive, review, and process all facility use requests from internal ministries and external groups
- Maintain the master facility calendar and manage room reservations across all spaces
- Communicate event setup requirements and logistics details to maintenance and custodial staff with adequate advance notice
- Prepare and process facility use agreements for external groups seeking to use church property
- Serve as the primary point of contact for facility-related inquiries from staff, ministry leaders, and outside organizations
- Coordinate vendor scheduling for routine service visits — pest control, landscaping, janitorial supply deliveries, and similar recurring services
- Maintain organized facilities documentation — equipment manuals, warranties, inspection reports, vendor contacts, and service records
- Track open work orders and communicate status updates to the staff members who submitted them
- Assist with ordering facilities supplies and processing vendor invoices for approval
- Support event setup and breakdown coordination, including communicating floor plans, AV needs, and furniture requirements to the appropriate team members
- Maintain an accurate key and access credential log for all facility stakeholders
Qualifications
Required:
- High school diploma or equivalent
- 1–3 years of administrative, office coordination, or customer service experience
- Strong organizational skills with the ability to manage multiple requests simultaneously
- Clear written and verbal communication — this role interfaces with staff, ministry leaders, vendors, and the public
- Comfortable with technology: email, calendar applications, spreadsheets, and the ability to learn new software
Preferred:
- Associate's degree or coursework in business administration, project management, or a related field
- Previous experience in a church, school, or nonprofit administrative environment
- Experience with facility scheduling or event coordination software
- Basic familiarity with facilities or maintenance operations
Personal Qualities
- Committed follower of Jesus Christ with alignment to [Church Name]'s statement of faith
- A team-first disposition — this role serves the people who serve the ministry
- Reliable and consistent; follows through on commitments and keeps the team informed
- Calm and professional in high-volume or time-pressured situations (event weekends, holidays)
- Genuinely enjoys bringing order to complexity
Schedule Notes
This role [is / may be] required to be present on weekends periodically to support scheduled events. Some evening availability may be required for recurring external groups or special events. The regular weekly schedule is otherwise [Monday–Friday, X:00am–X:00pm].
Compensation
Salary range: $[X]–$[X] [annual / hourly], commensurate with experience. [Church Name] offers [health insurance / retirement / housing allowance / paid time off as applicable].
To Apply
Submit a resume and brief cover letter to [contact name] at [email]. Applications will be reviewed on a rolling basis.
Scope Decisions to Make Before Posting
Before you post this role, answer these questions internally — they'll affect who applies and what the job actually looks like day to day:
- Does this person have authority to approve or deny facility use requests, or do they route all approvals to the facilities manager or a pastor? Unclear approval authority leads to awkward conversations with outside groups.
- Who do they call when a room isn't set up correctly 30 minutes before an event? Make sure there's a clear escalation path.
- Is this a standalone role, or is it part of a broader administrative position? Be transparent about this in the posting — hybrid roles attract hybrid candidates.
- Does the role require weekend availability? If yes, be specific about how often and whether it's compensated with comp time or schedule flexibility.
- Who does this person report to? If they're the only facilities staff, reporting to a pastor who has no facilities background can create tension. Clarify early.
Building the Right Process Around the Role
The coordinator role is only as effective as the systems around it. If requests come in through 12 different channels — text, email, hallway conversation, Sunday bulletin announcements, church management software, and sticky notes — a coordinator can't coordinate. They spend all their time gathering information instead of acting on it.
Before hiring, get clear on your intake channel. One form, one email address, or one system. Everything goes through that. When the coordinator starts, their first job is to communicate the process to every ministry leader and outside group so that informal requests stop coming in the side door.
Give Your Coordinator a System That Works
Steward My Church gives facilities coordinators a single place to receive and track facility use requests, manage room scheduling, log work orders, and keep vendor and documentation records — without the email chaos.
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