Administrator - Office Operations and Fleet

About the role

A company based in Harare, Zimbabwe is looking for an Administrator to coordinate the day-to-day running of office operations across all branches and departments. The role covers records, facilities, fleet, procurement and vendor management, with some reception support.

Key responsibilities

• Maintain accurate, audit-ready administrative records, files, contracts, licences, service agreements and statutory registrations.
• Monitor office supplies, stationery and staff amenities, and coordinate procurement and distribution.
• Oversee facilities and property maintenance, inspections, repairs, utilities, water quality, emergency preparedness and fire-safety compliance.
• Maintain the asset register and property records, including asset status and location.
• Administer the company fleet: vehicle condition, inspections, servicing, insurance, licensing, repairs, breakdown support and service histories.
• Process procurement requests: validate needs, obtain competitive quotations, get approvals, issue purchase orders and confirm receipt of goods and services.
• Work with Finance on budget availability, supplier and property payments, expenditure monitoring, reconciliations and cost-saving initiatives.
• Manage relationships and performance standards for landlords, security providers, cleaners, gardeners, maintenance contractors, utility providers and other vendors.
• Provide backup reception support: handling calls, welcoming clients, scheduling appointments and managing meeting-room bookings.
• Prepare daily updates, weekly administrative reports, monthly fleet reports and work plans for the Finance Manager.
• Supervise and guide the Receptionist and Driver/Messenger, and coordinate contract support staff.

Required profile

• Bachelor's degree in Business Administration or a related field; a master's degree is an added advantage.
• One to two years of relevant administrative experience.
• Strong planning, organising, prioritisation and problem-solving skills.
• Excellent verbal and written communication skills.

Required skills

• Working knowledge of office administration, records management, procurement procedures, facilities coordination, fleet administration and vendor management.
• Basic accounting knowledge and the ability to reconcile expenditure and keep accurate supporting documentation.
• Awareness of statutory, safety and regulatory requirements for office premises, vehicles and business operations.