Require an Admin Coordinator in Lusaka, Zambia

Administration & Compliance (60%) Daily filing and record-keeping: maintain organized physical and digital files for all farm operations, transactions, and staff records HR administration: manage staff contracts, leave records, attendance, performance documentation, and compliance with Zambian employment law Compliance & reporting: ensure all regulatory and internal compliance requirements are met (licenses, certifications, safety records, audit trails) Quotations & invoicing: generate professional quotations and invoices for clients, track payment status, and follow up on outstanding amounts Vendor & supplier coordination: maintain vendor files, process purchase orders, and track deliveries Finance (20%) QuickBooks management: record all daily purchases, sales, and expenses; reconcile accounts; ensure accurate financial data entry Financial reporting: prepare monthly/quarterly financial summaries and identify trends or discrepancies Cash flow awareness: track seasonal cash flow swings and flag potential liquidity issues to the MD Invoicing & billing: maintain customer invoices and payment records Operations & Coordination (20%) Stock control reporting: coordinate with Nursery, Crops, and Maintenance/Logistics supervisors to collect and organize inventory data Scheduling & compliance: coordinate scheduling across teams and ensure compliance with operational policies and safety standards Internal coordination: serve as communication hub between supervisory teams and the MD Reporting: compile operational data into clear reports for decision-making Stakeholder Relationships Direct report to Managing Director Coordinate with Nursery Supervisor, Crops Supervisor, Maintenance & Logistics Supervisor Interface with potential clients regarding quotations and inquiries Regular communication with vendors and suppliers Requirements Business Diploma or equivalent post-secondary qualification 5+ years of experience in administrative, finance, or operations roles Valid driver’s license with atleast 2 years driving experience Proficiency in QuickBooks (or willingness to master it quickly) Advanced Excel skills (formulas, pivot tables, data organization) Strong organizational and attention to detail Ability to work independently and manage multiple priorities Excellent written and verbal communication Experience in customer service roles Comfort with independent judgment on routine matters; ability to escalate complex issues appropriately Familiarity with Zambian employment law and tax requirements is an advantage Trustworthy