{"id":1709209,"url":"https://alion.io/job/topfloor-administrative-assistant","title":"Administrative Assistant","company":{"id":687381,"name":"TopFloor","domain":"topfloor.co.zm","url":"https://alion.io/company/topfloor","size_band":"51-200","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":null},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"on_site","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["Lusaka, Zambia"],"countries":["ZM"],"hiring_countries":[],"hiring_countries_total":0,"salary":null,"salary_estimate":{"min_usd":25000,"max_usd":54000,"period":"year","method":null,"sample_n":11631},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Microsoft Office","optional":false},{"name":"Outlook","optional":false}],"status":"live","first_seen_at":"2026-10-02T16:36:39Z","employer_posted_date":"2026-10-02","last_verified_at":"2026-10-12T23:13:26Z","board_verified":true,"closed_at":null,"days_open":10,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":10},"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.\nKey Responsibilities\n1. Scheduling & Logistics\nMaintain and coordinate corporate calendars, appointments, and schedules.\nSchedule internal and external meetings and appointments.\nCoordinate travel arrangements, including flights, accommodation, transportation, and itineraries.\nAssist with planning and coordinating business events, workshops, and other organisational activities.\nEnsure timely communication of schedules, changes, and appointments to relevant stakeholders.\n2. Document & Records Management\nReceive, organise, file, and maintain purchase orders and supplier documentation.\nHandle supplier invoices and ensure accurate and timely submission for payment processing.\nMaintain organised physical and electronic filing systems.\nEnsure documents and records are properly stored, easily accessible, and handled confidentially.\nSupport the maintenance and updating of administrative records and databases.\n3. Meeting & Administrative Support\nBook and prepare meeting rooms for internal and external meetings.\nCoordinate meeting logistics, including room setup, equipment, refreshments, and materials where required.\nPrepare meeting agendas, attendance lists, minutes, and other supporting documentation as requested.\nProvide general administrative assistance to management and team members.\n4. Reception & Visitor Relations\nProvide a professional and welcoming reception service to visitors, clients, suppliers, and other guests.\nReceive and direct visitors to the appropriate department or individual.\nManage incoming calls, correspondence, and general enquiries.\nMaintain an organised and professional reception and office environment.\nEnsure visitors comply with relevant office access and security procedures.\n5. Office Operations & Vendor Coordination\nSupport the smooth running of routine day-to-day office operations.\nCoordinate with suppliers, service providers, and vendors on administrative and operational matters.\nAssist with office supplies, stationery, equipment, and general facility requirements.\nMonitor administrative requirements and follow up with relevant service providers to ensure timely resolution.\nMaintain records of vendors, service agreements, and relevant administrative documentation.\n6. General Team Support\nProvide administrative and coordination support to management and team members.\nAssist with preparation of reports, presentations, correspondence, and other documents.\nCoordinate internal communications and follow up on routine administrative matters.\nAssist with special projects and other duties as assigned.\nMaintain a high level of professionalism, confidentiality, accuracy, and responsiveness in all administrative activities.\nRequirements\nDiploma or degree in Business Administration, Office Administration, Management, or a related field.\n1 to 3 years previous experience in an administrative, office coordination, or executive support role is preferred.\nStrong organisational and time-management skills.\nExcellent written and verbal communication skills.\nProficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.\nAbility to manage multiple priorities and meet deadlines.\nStrong attention to detail and accuracy.\nProfessional and courteous interpersonal skills.\nAbility to handle confidential information with discretion.\nStrong coordination, follow-up, and problem-solving abilities.\nKey Competencies\nOrganisation and time management\nCommunication and interpersonal skills\nAttention to detail\nConfidentiality and discretion\nCustomer and service orientation\nTeamwork and collaboration\nInitiative and problem-solving\nAbility to prioritise and multitask\nProfessionalism and reliability\nHow to Apply\nInterested candidates should submit their application by the 16th October 2026. Only shortlisted candidates will be contacted.\nTopFloor Limited is an equal opportunity employer and does not charge candidates for job placement","description_format":"text","description_chars":4435,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"bachelor","optional":false},"security_clearance":false,"languages":[]},"benefits":[],"hiring_locations":[],"hiring_excludes":[],"relocation_offered":false,"industries":["Human Resources","Recruiting & Staffing"],"lifecycle":[{"event":"open","at":"2026-10-02T16:36:39Z"}],"visa":[],"liveness":{"score":65,"band":"ok","label":"Likely open","p_open":1,"p_active":0.686,"p_room":0.945,"age_days":9,"expected_fill_days":16,"reasons":["conf:3","win:mid"],"computed_at":"2026-10-12T06:55:09Z"},"pay":null,"html_url":"https://alion.io/job/topfloor-administrative-assistant","json_url":"https://alion.io/job/topfloor-administrative-assistant.json","meta":{"generated_at":"2026-10-12T23:46:20Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":38986,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-10-13T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.02,"usd":0.002,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":687381},"rest":"https://alion.io/mcp/rest/get_company?id=687381"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Ftopfloor-administrative-assistant"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":1,"usd":0.1},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Ftopfloor-administrative-assistant"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.02,"usd":0.002},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Ftopfloor-administrative-assistant"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/topfloor-administrative-assistant\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Ftopfloor-administrative-assistant"}]}