Admin & Operations Coordinator

About Freshvale

Freshvale 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 Summary

This 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 records
• HR administration: manage staff contracts, leave records, attendance, performance documentation, and compliance with Zambian employment law
• Compliance & 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 amounts
• Vendor & supplier coordination: maintain vendor files, process purchase orders, and track deliveries

Finance (20%)

• QuickBooks management: record all daily purchases, sales, and expenses; reconcile accounts; ensure accurate financial data entry
• Financial reporting: prepare monthly/quarterly financial summaries and identify trends or discrepancies
• Cash flow awareness: track seasonal cash flow swings and flag potential liquidity issues to the MD
• Invoicing & billing: maintain customer invoices and payment records

Operations & Coordination (20%)

• Stock control reporting: coordinate with Nursery, Crops, and Maintenance/Logistics supervisors to collect and organize inventory data
• Scheduling & compliance: coordinate scheduling across teams and ensure compliance with operational policies and safety standards
• Internal coordination: serve as communication hub between supervisory teams and the MD
• Reporting: compile operational data into clear reports for decision-making

Stakeholder Relationships

• Direct report to Managing Director
• Coordinate with Nursery Supervisor, Crops Supervisor, Maintenance & Logistics Supervisor
• Interface with potential clients regarding quotations and inquiries
• Regular communication with vendors and suppliers

Required Qualifications & Competencies

• Business Diploma or equivalent post-secondary qualification
• 5+ years of experience in administrative, finance, or operations roles
• Valid driver’s license with atleast 2 years driving experience
• Proficiency in QuickBooks (or willingness to master it quickly)
• Advanced Excel skills (formulas, pivot tables, data organization)
• Strong organizational and attention to detail
• Ability to work independently and manage multiple priorities
• Excellent written and verbal communication
• Experience in customer service roles
• Comfort with independent judgment on routine matters; ability to escalate complex issues appropriately
• Familiarity with Zambian employment law and tax requirements is an advantage
• Trustworthy

Nice-to-Haves

• Agribusiness or farm operations experience
• Experience with inventory management systems
• Familiarity with other business management software
• Track record of handling seasonal business cycles