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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:


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, 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