Admin Assistant

Job description

Job Purpose

To support the Admin & Operations Manager in running the group’s day-to-day administration. The role is the manager’s eyes on the ground: checking that properties and sites are in good order, handling errands and follow-ups, and keeping records accurate and up to date.

Key Responsibilities

The work falls into four areas, with priorities set daily by the Admin & Operations Manager.

1. Support to the Admin & Operations Manager

•        Carry out day-to-day tasks assigned by the manager and report back on progress and outcomes.

•        Keep track of pending items with departments, suppliers and landlords, and follow up until they are closed.

•        Prepare letters, emails, memos and meeting notes.

•        Arrange travel, accommodation and transport for staff and visitors.

2. Property and Site Checks

•        Visit group properties and sites on a regular schedule — offices, yards, warehouses, staff housing and leased premises.

•        Check condition, cleanliness, security, utilities, fire extinguishers and signage, and record what is found.

•        Report problems promptly with photos, raise repair requests, and follow up until the work is done.

•        Keep the property register up to date: leases, landlords, rent due dates, keys and inventories.

•        Track utility bills and meter readings for each property.

3. Field Work and Errands

•        Travel to sites, suppliers, banks and government offices to submit or collect documents.

•        Collect quotations, deliver and collect items, and check deliveries against the purchase order.

•        Coordinate with security guards and contractors on site.

4. Office Administration and Records

•        Keep physical and electronic files organised, scanned and easy to find.

•        Update administrative trackers and spreadsheets, such as vehicle document expiry dates and staff records.

•        Manage office supplies and stationery requests.

•        Handle petty cash when assigned, with vouchers and receipts for every payment.

•        Treat all company information as confidential, and carry out other reasonable duties as assigned.

Qualifications and Experience

Practical ability, reliability and computer skills matter more than a specific qualification. Candidates without a diploma will be considered if they show these strengths.

Requirement

Minimum

Grade 12 certificate, with a pass in English and Mathematics

Preferred

Certificate or diploma in Business Administration, Office Management, Secretarial Studies or a similar field

Experience

1–2 years in an office, administrative or front-desk role preferred; strong school leavers will be considered

Driving

A valid Zambian driving licence is an advantage, as the role involves regular site visits

Key Skills

The candidate must be computer friendly and comfortable working both in the office and out on site.

•        Computer friendly: confident with Microsoft Word, Excel (data entry, simple formulas, sorting and filtering) and email; able to scan, save and share files, and to learn new systems quickly.

•        Smartphone use: takes clear photos and sends short, accurate site reports from the field.

•        Organised: keeps a task list, meets deadlines and follows up without being reminded.

•        Observant: notices problems at properties and reports them clearly.

•        Communication: good written and spoken English; Nyanja or Bemba is an advantage.

•        Trustworthy: honest, discreet with company information, and careful with cash and documents.

•        Flexible: willing to travel to sites, sometimes outside Lusaka, and to work extra hours when needed.