Admin & Operations Coordinator

About FreshvaleFreshvale is a Zambian agribusiness SME enterprise dedicated to sustainable farming, community empowerment, and agricultural excellence.  Inspired by a 42-year legacy of commercial pioneering in Zambia, Freshvale is built upon the strategic principles, resilience, and vision of our family business's late founding Chairman. Freshvale specialises in the production of cherry tomatoes, as our primary anchor, where we maintain a strong market position and are actively expanding our range. Alongside our fresh vegetables, our nursery produces a robust seedling catalogue—including tomato, onion, cabbage, lettuce, peppers, eggplant, beetroot, leafy greens—with a growing focus on cherry tomato, aromatic herbs, and chilli seedlings. By providing these advanced, high-yield seedlings, Freshvale serves as a premium sourcing partner for entry-to mid-level growers looking to scale, established commercial farmers, and specialised high-value agricultural markets. Role SummaryThis role is critical to Freshvale's operational efficiency and financial health. You will serve as the administrative backbone of the organization, managing daily record-keeping, coordinating with supervisory staff, and maintaining accurate financial records through QuickBooks. You will work independently on most tasks while escalating complex issues to the Managing Director.Key Responsibilities (60% Admin | 20% Finance | 20% Operations)Administration & Compliance (60%)Daily filing and record-keeping: maintain organized physical and digital files for all farm operations, transactions, and staff recordsHR administration: manage staff contracts, leave records, attendance, performance documentation, and compliance with Zambian employment lawCompliance & 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 amountsVendor & supplier coordination: maintain vendor files, process purchase orders, and track deliveriesFinance (20%)QuickBooks management: record all daily purchases, sales, and expenses; reconcile accounts; ensure accurate financial data entryFinancial reporting: prepare monthly/quarterly financial summaries and identify trends or discrepanciesCash flow awareness: track seasonal cash flow swings and flag potential liquidity issues to the MDInvoicing & billing: maintain customer invoices and payment recordsOperations & Coordination (20%)Stock control reporting: coordinate with Nursery, Crops, and Maintenance/Logistics supervisors to collect and organize inventory dataScheduling & compliance: coordinate scheduling across teams and ensure compliance with operational policies and safety standardsInternal coordination: serve as communication hub between supervisory teams and the MDReporting: compile operational data into clear reports for decision-makingStakeholder RelationshipsDirect report to Managing DirectorCoordinate with Nursery Supervisor, Crops Supervisor, Maintenance & Logistics SupervisorInterface with potential clients regarding quotations and inquiriesRegular communication with vendors and suppliersRequired Qualifications & CompetenciesBusiness Diploma or equivalent post-secondary qualification5+ years of experience in administrative, finance, or operations rolesValid driver’s license with atleast 2 years driving experienceProficiency in QuickBooks (or willingness to master it quickly)Advanced Excel skills (formulas, pivot tables, data organization)Strong organizational and attention to detailAbility to work independently and manage multiple prioritiesExcellent written and verbal communicationExperience in customer service rolesComfort with independent judgment on routine matters; ability to escalate complex issues appropriatelyFamiliarity with Zambian employment law and tax requirements is an advantageTrustworthyNice-to-HavesAgribusiness or farm operations experienceExperience with inventory management systemsFamiliarity with other business management softwareTrack record of handling seasonal business cycles