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Bahamian art: Presenting. Uniting. Educating.

VACANCY: Office Manager & Administrator

Mixed Media Blog

VACANCY: Office Manager & Administrator

Holly Bynoe

The National Art Gallery of the Bahamas (NAGB) has a vacancy for a professional Office Manager and Administrator. The successful candidate will have superior interpersonal and communication skills, an excellent understanding of accounting systems (Quickbooks), record keeping and file management; and will preferably have a passion for Bahamian art and culture.

The individual will be a full-time employee of The National Art Gallery of The Bahamas (NAGB) for a Monday-Friday 40-hour workweek, with the possibility of flex-time, and would manage the general office and facilities of the NAGB and assist the Director with administrative functions to keep operations running smoothly.

Application Deadline: 5:00 p.m. Friday July 13th . Please send required information via email to nagbmanager@viviangroupbahamas.coa. Visit this link for more info: http://www.viviangroupbahamas.com/recruitment/

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Key Accountabilities include:

 Oversee internal and external communications functionality (phone and email).

 Supervise receptionist, security, facility and custodial support staff.

 Manage general office operations of NAGB and maintain suitable procedures for its efficient functioning.

 Provide skilled and professional organizational support for the Director by having an efficient and proper system for the retention, protection, retrieval and disposal of all NAGB records.

 Maintain office efficiency by planning and implementing office systems, and proper equipment & supply procurement.

 Implement competent and workable office policies by establishing and staying current on up-to-date standards and procedures.

 Make recommendations for updates or amendments to the Director as needed.

 Manage outside vendors, trades people and small contractors.

  Administer petty cash, including handling and safekeeping of cash and record keeping of all cash transactions.

 Be familiar with Quickbooks, assist with the proper preparation and tracking of payments, circulating checks to board signatures and ensuring all checks are delivered.

 Provide quotes as requested for office supplies, vendors, furniture and other personnel needs  Professionally manage info e-mail, general mail (post) and in-house communications.

 Adequately schedule and monitor subordinates—i.e. Security, Front Desk Agent and Janitress—for completion of tasks assigned and keep management team informed.

 Keep personally apprised and fully informed of the scheduling of events, and workshops via the shared office calendar and keep the public informed of these events when asked.

 Facilitate the booking of rental events and RSVPs by phone, email and through NAGB’s website.

 Manage rental bookings and rental contracts and keep staff informed of same.

Minimum Personal Requirements

 Qualified candidate will possess at least an associate’s degree or certified training in related field with the minimum of three years experience;

 Previous working experience in a fast-paced environment;  Excellent communication skills, including written and oral skills.

 Excellent organizational and interpersonal skills.  Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).

 Good understanding of accounting (knowledge of Quickbooks);  Must have the ability to plan, prioritize and manage workloads

 Previous experience as a supervisor and/or project team leader.

 A team player with the ability to work on own initiative to drive results

Application Submission Requirements

All applicants must submit the following documents and information by email, to nagbmanager@viviangroupbahamas.com, no later than 5:00 p.m. Friday July 13th:

 Cover letter highlighting the applicant’s interest in the position.

 Current résumé.  

 Copies of qualifications and certificates.

 Three (3) professional references.

 Copy of one form of national ID, including either National Insurance Card, Passport or Driver’s License. Incomplete applications will not be processed for consideration.

Application Deadline: 5:00 p.m. Friday July 13th . Please send required information via email to nagbmanager@viviangroupbahamas.coa