Operations Coordinator

About the role

An Operations Coordinator is needed in Lusaka, Zambia, working directly under the Managing Director. The role covers administration and compliance, finance and operations, and acts as a communication hub between the supervisory teams (Nursery, Crops, Maintenance and Logistics) and the MD.

Key responsibilities

• Admin 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; generate quotations and invoices, track payments and follow up on outstanding amounts; maintain vendor files, process purchase orders and track deliveries
• Finance (20%): record daily purchases, sales and expenses in QuickBooks, reconcile accounts and ensure accurate data entry; prepare monthly and quarterly financial summaries and spot trends or discrepancies; track seasonal cash flow swings and flag liquidity issues to the MD; maintain customer invoices and payment records
• Operations and coordination (20%): coordinate with Nursery, Crops and Maintenance/Logistics supervisors to collect and organise inventory data; coordinate scheduling across teams and ensure compliance with operational policies and safety standards; act as the communication link between supervisors and the MD; compile operational data into clear reports for decision-making
• Stakeholder relationships: interface with potential clients on quotations and inquiries, and communicate regularly with vendors and suppliers

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
• Familiarity with Zambian employment law and tax requirements is an advantage

Required skills

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