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