# Administrative Assistant

**Company:** [TopFloor](https://jobs.workable.com/companies/fwDR49opVYVRKZsvkW5Ea8.md)
**Location:** Lusaka, Zambia
**Workplace:** on site
**Employment type:** Full-time

[Apply for this job](https://jobs.workable.com/view/c5312ec0-063e-4903-b8f8-bec31ec55d2d)

## Description

Our Client, a company in the Crop Science and Seed Processing industry is looking to hire an Administrative Assistant. The Administrative Assistant will provide efficient and professional administration, operational, and coordination support to the organisation. The role is responsible for managing schedules, coordinating meetings and travel, maintaining accurate records, supporting procurement and invoice processing, assisting with office operations, and ensuring a welcoming and well-organised office environment.

### Key Responsibilities

**1\. Scheduling & Logistics**

-   Maintain and coordinate corporate calendars, appointments, and schedules.
-   Schedule internal and external meetings and appointments.
-   Coordinate travel arrangements, including flights, accommodation, transportation, and itineraries.
-   Assist with planning and coordinating business events, workshops, and other organisational activities.
-   Ensure timely communication of schedules, changes, and appointments to relevant stakeholders.

**2\. Document & Records Management**

-   Receive, organise, file, and maintain purchase orders and supplier documentation.
-   Handle supplier invoices and ensure accurate and timely submission for payment processing.
-   Maintain organised physical and electronic filing systems.
-   Ensure documents and records are properly stored, easily accessible, and handled confidentially.
-   Support the maintenance and updating of administrative records and databases.

**3\. Meeting & Administrative Support**

-   Book and prepare meeting rooms for internal and external meetings.
-   Coordinate meeting logistics, including room setup, equipment, refreshments, and materials where required.
-   Prepare meeting agendas, attendance lists, minutes, and other supporting documentation as requested.
-   Provide general administrative assistance to management and team members.

**4\. Reception & Visitor Relations**

-   Provide a professional and welcoming reception service to visitors, clients, suppliers, and other guests.
-   Receive and direct visitors to the appropriate department or individual.
-   Manage incoming calls, correspondence, and general enquiries.
-   Maintain an organised and professional reception and office environment.
-   Ensure visitors comply with relevant office access and security procedures.

**5\. Office Operations & Vendor Coordination**

-   Support the smooth running of routine day-to-day office operations.
-   Coordinate with suppliers, service providers, and vendors on administrative and operational matters.
-   Assist with office supplies, stationery, equipment, and general facility requirements.
-   Monitor administrative requirements and follow up with relevant service providers to ensure timely resolution.
-   Maintain records of vendors, service agreements, and relevant administrative documentation.

**6\. General Team Support**

-   Provide administrative and coordination support to management and team members.
-   Assist with preparation of reports, presentations, correspondence, and other documents.
-   Coordinate internal communications and follow up on routine administrative matters.
-   Assist with special projects and other duties as assigned.
-   Maintain a high level of professionalism, confidentiality, accuracy, and responsiveness in all administrative activities.

## Requirements

-   Diploma or degree in Business Administration, Office Administration, Management, or a related field.
-   1 to 3 years previous experience in an administrative, office coordination, or executive support role is preferred.
-   Strong organisational and time-management skills.
-   Excellent written and verbal communication skills.
-   Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
-   Ability to manage multiple priorities and meet deadlines.
-   Strong attention to detail and accuracy.
-   Professional and courteous interpersonal skills.
-   Ability to handle confidential information with discretion.
-   Strong coordination, follow-up, and problem-solving abilities.

**Key Competencies**

-   Organisation and time management
-   Communication and interpersonal skills
-   Attention to detail
-   Confidentiality and discretion
-   Customer and service orientation
-   Teamwork and collaboration
-   Initiative and problem-solving
-   Ability to prioritise and multitask
-   Professionalism and reliability

### How to Apply

Interested candidates should submit their application by the 16th October 2026. Only shortlisted candidates will be contacted.

**TopFloor Limited is an equal opportunity employer and does not charge candidates for job placement**