Operations Coordinator

gatewaystaff; Southlake (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Gateway Church in Southlake, Texas seeks an Operations Coordinator to provide the administrative backbone for Operations, handling purchase orders, records, vendor paperwork, keys and vehicles, help desk traffic, and reporting—primarily for Property Management and growing Operations functions.

This role supports budget preparation, tracking, dashboards, and event coordination for campus needs, serving as a primary contact across departments and during weekend services.

Qualifications

• 2+ years of administrative or coordination experience.
• Experience supporting facilities, operations, or property departments is preferred.
• Prior experience in a church, nonprofit, or ministry environment is preferred.

Responsibilities

• Provides day-to-day administrative and coordination support across Operations.
• Produces and maintains purchase orders, and tracks them through approval, ordering, and delivery.
• Maintains operations records—contracts, service agreements, warranties, permits, drawings, and digital files—organized in cloud systems.
• Prepares building use agreement documents for events that require payment or contracts.
• Manages vehicle reservation calendar, distributes keys, and maintains usage records.
• Serves as contact for building keys and access records across campuses.
• Processes and assigns help desk tickets, and follows aging tickets through to completion.
• Supports budget preparation, tracking, and reconciliation for Operations.
• Prepares recurring operations reports and dashboards.
• Coordinates scheduling for department meetings, vendor appointments, and walkthroughs.
• Acts as point of contact for campuses and departments with operations questions.
• Supports weekend services and churchwide events as calendar requires.
• Performs other duties as assigned.

Skills

Passion for Jesus

Organizational skills

Attention to detail

Written and verbal communication

Contracts management

Cross-team collaboration

Reporting and dashboards

Independent/self-motivated

Time management

Tools

Dashboard tools

Cloud document systems

Job description

Job Summary:

The Operations Coordinator provides the administrative backbone of Operations. This role handles the purchase orders, records, vendor paperwork, keys and vehicles, help desk traffic, and reporting that keep the work moving - today primarily for Property Management, and across the other Operations functions as the department grows. It is often the first call for a campus or department with an operations question.

Principal Job Responsibilities:

• Provides day-to-day administrative and coordination support across Operations
• Handles administrative processes: purchase requisitions, check requests, expense reports, invoices, and departmental billing within the approved threshold
• Produces and maintains purchase orders, and tracks them through approval, ordering, and delivery
• Maintains operations records - contracts, service agreements, warranties, permits, drawings, and digital files - organized within the organization's cloud-based systems
• Prepares building use agreement documents for events that require payment or contracts
• Manages the calendar for vehicle reservations, distributes keys, and maintains usage records
• Serves as the point of contact for building keys and access records across campuses
• Processes and assigns help desk tickets, and follows aging tickets through to completion
• Supports budget preparation, tracking, and reconciliation for Operations
• Prepares recurring operations reports and keeps dashboards current
• Coordinates scheduling for department meetings, vendor appointments, and walkthroughs
• Serves as a point of contact for campuses and departments with operations questions, and routes requests to the right team
• Serves at weekend services and churchwide events as the ministry calendar requires
• Performs other duties as assigned.

As a member of the Gateway Church team, this position supports, recruits, and develops Serve Team members, and serves alongside the broader team as ministry and organizational needs arise.

General Skills & Qualifications:

• A clear passion for Jesus and a strong biblical foundation
• Strong organizational skills and the ability to hold many moving parts at once
• Detail-oriented, with strong follow-through on purchasing, records, and ticket routing
• Proficient written and verbal communication skills
• Handles contracts, access records, and confidential information with discretion
• Able to work across teams and follow requests through to completion
• Comfortable with reporting and dashboard tools, and able to pick up new systems quickly
• Able to work independently without constant supervision
• Good at managing time and juggling more than one priority at once

Education/Certification(s):

• 2+ years of administrative or coordination experience - required
• Experience supporting a facilities, operations, or property department - preferred
• Prior experience in a church, nonprofit, or ministry environment - preferred

General Physical Requirements:

• Sit or stand for extended periods of time
• Occasionally kneel or crouch
• Frequently lift and/or move up to 10 lbs.
• Occasionally lift and/or move up to 25 lbs.
• Lift and move up to 40 lbs., and travel between campuses as needed

*This description is not all inclusive, and other duties may be assigned as necessary.

Gateway Church does not discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic protected by law as it applies to churches. However, Gateway Church does discriminate on the basis of religion.

Employment Requirement: Must be a member or become a member of Gateway Church upon employment.