Beirut Art Center - Operations Manager

Administrative and Office

• Updating and filing all BAC legal and official documentation
• Updating physical and email addresses on mailing list and Mailchimp
• Checking the BAC general email and responding and/or directing them to the relevant persons
• Filing grant contracts and keep track of deadlines and documents related to follow up and reporting
• Updating and maintaining supplier files and contracts
• Managing day to day office needs (ordering necessary supplies, general upkeep, internet and telephone maintenance, etc…)
• Managing space rentals and agreements
• Arranging schedules, staff meetings, and staff vacations.

Accounting

• Issuing payment orders for all payments with weekly follow up with administrative director
• Organizing all payments and keeping track of instalments and payment schedules with administrative director

• Inputting expenses and incomes into digital sheets

• Balancing cash expenses with administrative director

• Updating project budgets with the managing directors
• Coordinating with auditor and administrative director for quarterly declarations
• Keeping clear and accessible yearly accounting records

Storage and Inventory

• Maintaining and updating catalogued inventories of materials, equipment, and resources.
• Implementing a material and resource check out system to ensure proper inventory and accountability.

Projects and Exhibitions

• Arranging and preparing loans and condition reports
• Researching and providing suppliers, and presenting multiple options and comparative pricing
• Collaborating with BAC staff in preparing shows regarding installation schedules
• Assisting in the de-installation and installation of exhibitions and projects
• Arranging and executing shipping and logistical tasks
• Managing artist travel and accommodation, which may include applying for visitor visas
• Overseeing deliveries and packing and unpacking of artworks and sensitive items
• Arranging and managing contracted workers
• Overseeing all construction, electrical and technical installation work to insure that it is done properly and efficiently without any misuse or mishandling.
• Keeping project records both physically and on the central server according to the format set-up for this.

Qualifications and Skill Sets:

• Excellent coordination and organization skills
• Able to tackle multiple tasks and manage priorities
• Able to work independently and within a team
• Able to develop efficient systems of organization and work flow as well as working within existing structures
• Fluent in Arabic and English (reading and writing)
• Computer literacy; excellent knowledge of Microsoft Office programs
• Experience in accounting, recordkeeping, and office management
• Preferred administrative experience in community and grassroots organization
• 2 years of work experience
• BA in a business administration, accounting, or related subject preferred