Mission Facilities Admin Support | Ibadan at The Church of Jesus Christ of Latter-day Saints

Job Description

• Mission Facilities Administrative Assistant (MFAA) provides administrative, logistical, and clerical support to the Mission. This role ensures smooth daily operations by coordinating work orders, managing documentation, supporting communication with the Mission Facilities Team, Mission Financial Secretary, and Vendors, and assisting in planning and tracking facility maintenance activities. The MFAA serves as the Mission's administrative hub, enabling the team to efficiently maintain safe, functional, and well-managed missionary residential apartments.

Responsibilities
Administrative & Office Support

• Serve as the secondary point of contact for facilities-related inquiries and reports to the Mission Support Supervisor
• Manage calendars, schedule appointments, coordinate meetings, and prepare agendas.
• Maintain organized electronic and physical filing systems for apartment and maintenance records, contracts, and inspection reports.
• Process incoming mail, invoices, and mission correspondence.
• Assist in the resolution of utility issues and payments

Work Order & Maintenance Coordination

• Receive, log, and prioritize incoming maintenance requests.
• Create, assign, and track work orders to ensure timely completion.
• Follow up with technicians, contractors, and mission staff to track progress.
• Maintain accurate records of completed work for reporting and compliance.

Vendor & Contractor Support

• Assist in coordinating vendor visits, service contracts, and maintenance schedules.
• Verify service documentation, invoices, and compliance requirements.
• Help prepare purchase orders, quotes, and procurement documents as needed.

Facilities Operations Support

• Support facility inspections by preparing checklists, updating forms, and organizing follow-up actions.
• Assist with inventory management of supplies, tools, and equipment.
• Help coordinate moves, setups, and logistics for missionary relocations.
• Maintain contact lists, emergency numbers, and facility information databases.

Reporting & Documentation

• Prepare routine reports summarizing maintenance activity, expenses, and outstanding work orders.
• Update spreadsheets, dashboards, or software systems with accurate data.
• Assist in preparing presentations and summaries for management reviews.

Required

QUALIFICATIONS

• Bachelor’s degree , HND or Associate Degree in Administration, Facilities Management, Business, or related field.
• 3 years of experience in administrative support, facilities coordination, or office management.
• Strong proficiency in MS (Excel, Word, PowerPoint, Outlook) and facilities/work-order management.
• Excellent organizational, communication, and customer service skills.
• Detail-oriented, reliable, problem-solving mindset, and ability to manage multiple priorities in a fast-paced environment.
• Commitment to confidentiality, integrity, and mission values.
• Basic understanding of facility operations, maintenance processes, and safety protocols.
• Ability to manage databases, logs, and documentation systems.
• Ability to work independently and collaboratively in a multicultural environment.
• 3 years of active and valid driving experience and the ability to travel between properties