Admin Assistant

Admin Assistant Jobs in Lusaka – Join Our Group of Companies We are seeking a reliable and proactive Admin Assistant to support our Admin & Operations Manager in managing the day-to-day administration for our group of companies based in Lusaka, Zambia.

This role is essential for maintaining smooth operations by ensuring properties and sites are well maintained, errands and follow-ups are completed efficiently, and records remain accurate and up to date.

Key Responsibilities for Admin Assistant Jobs in Lusaka The Admin Assistant will work closely with the Admin & Operations Manager, prioritizing daily tasks across four main areas:

Support to the Admin & Operations Manager:

• Execute daily tasks assigned by the manager and provide timely progress updates.
• Monitor outstanding issues with departments, suppliers, and landlords, ensuring follow-up until resolution.
• Draft letters, emails, memos, and meeting notes professionally.
• Arrange travel, accommodation, and transport for staff and visitors.

Property and Site Inspections:

• Conduct regular visits to group properties including offices, yards, warehouses, staff housing, and leased premises.
• Assess conditions such as cleanliness, security, utilities, fire safety equipment, and signage, documenting findings accurately.
• Report issues promptly with photographic evidence, initiate repair requests, and track completion.
• Maintain an up-to-date property register covering leases, landlords, rent due dates, keys, and inventories.
• Monitor utility bills and meter readings for all properties.

Field Work and Errands:

• Visit sites, suppliers, banks, and government offices to submit or collect documents as required.
• Obtain quotations, deliver and collect items, and verify deliveries against purchase orders.
• Coordinate activities with security personnel and contractors on site.

Office Administration and Record Keeping:

• Organize physical and electronic files, ensuring documents are scanned and easily accessible.
• Update administrative trackers and spreadsheets, including vehicle document expiry dates and staff records.
• Manage office supplies and stationery requests efficiently.
• Handle petty cash responsibly when assigned, maintaining vouchers and receipts for all transactions.
• Maintain confidentiality of all company information and perform other reasonable duties as assigned.
• Qualifications and Experience We value practical skills, reliability, and computer proficiency above formal qualifications.
• Candidates without a diploma will be considered if they demonstrate these strengths.

Minimum Requirements:

• Grade 12 certificate with passes in English and Mathematics.

Preferred Qualifications:

• Certificate or diploma in Business Administration, Office Management, Secretarial Studies, or a related field.

Experience:

• 1–2 years in an office, administrative, or front-desk role preferred; strong school leavers are encouraged to apply.

Driving License:

• A valid Zambian driving license is advantageous due to regular site visits.
• Essential Skills for Admin Assistant Jobs in Lusaka Proficient with Microsoft Word, Excel (including data entry, simple formulas, sorting, and filtering), and email.
• Comfortable using smartphones to take clear photos and send concise, accurate site reports.
• Highly organized with the ability to maintain task lists, meet deadlines, and follow up independently.
• Observant and attentive to detail, capable of identifying and reporting property issues clearly.
• Strong communication skills in written and spoken English; knowledge of Nyanja or Bemba is an advantage.
• Trustworthy, discreet with company information, and careful with cash and documents.
• Flexible and willing to travel to various sites, sometimes outside Lusaka, and work extra hours when necessary.

How to Apply If you are interested in this full-time opportunity to join our dynamic team, please submit your application via email to [email protected]. We look forward to receiving your application and potentially welcoming you to our group of companies.