Admin Coordinator

About the role

An Admin Coordinator is needed in Lusaka, Zambia, working directly under the Managing Director. The role covers administration, compliance, finance and operations coordination, including liaison with nursery, crops and maintenance/logistics supervisors.

Key responsibilities

• Administration and compliance (60%): keep physical and digital files organised for farm operations, transactions and staff records; manage staff contracts, leave, attendance and performance documentation in line with Zambian employment law; ensure licenses, certifications, safety records and audit trails meet regulatory and internal requirements
• Quotations and invoicing: generate quotations and invoices, track payments and follow up on outstanding amounts
• Vendor and supplier coordination: maintain vendor files, process purchase orders and track deliveries
• Finance (20%): record daily purchases, sales and expenses in QuickBooks, reconcile accounts and prepare monthly/quarterly summaries; track seasonal cash flow and flag liquidity issues to the MD
• Operations and coordination (20%): collect inventory data from the supervisors, coordinate scheduling and ensure compliance with operational policies and safety standards, and act as communication hub between teams and the MD
• Reporting: compile operational data into clear reports and liaise with potential clients on quotations and inquiries

Required profile

• Business diploma or equivalent post-secondary qualification
• 5+ years of experience in administrative, finance or operations roles
• Valid driver's licence with at least 2 years of driving experience
• Experience in customer service roles
• Familiarity with Zambian employment law and tax requirements is an advantage

Required skills

• Proficiency in QuickBooks (or willingness to master it quickly)
• Advanced Excel (formulas, pivot tables, data organisation)
• Strong organisational skills, attention to detail and ability to work independently
• Excellent written and verbal communication