Background information about the job or company (e.g., role context, company overview)

With over a decade of experience, Curtain Factory (Shayna Deyne Group) has become the most preferred company in Zambia for custom curtains, Blinds, and Installation that deliver projects with the highest quality, and exceed client's expectations. Our curtains and Blinds are expertly tailored by highly skilled tailors and beautifully installed on our client’s windows by our trained Installers.

Using only the finest quality fabrics, Curtain Factory makes high-quality curtains and Blinds that are guaranteed to stand the test of time. We source our materials from trusted suppliers, offering designer brands and the latest trends at the best prices.

Role Purpose

The Admin Officer is the operational backbone of the Shayna Deyne Group's day-to-day administration. This role manages sales documentation, office coordination, CEO executive support, and front-desk client experience at the Deyne Interiors showroom — requiring a professional who is precise, polished, and proactively organised.

Responsibilities or duties

Sales Administration

• Prepare accurate quotations based on measurements and pricing guidelines
• Issue invoices for approved sales and ensure timely follow-up on payments
• Maintain organised customer records, quotation files, and job records
• Track outstanding quotes and follow up with sales staff on pending conversions

Office Administration

• Manage all office filing — physical and digital — to company standards
• Ensure all documentation follows company procedures and naming conventions
• Coordinate communication and information flow between departments
• Manage office supplies and stationery procurement

CEO Executive Support

• Manage the CEO's calendar, appointments, and meeting scheduling
• Prepare meeting agendas, minutes, and action registers as required
• Coordinate internal and external meetings professionally
• Prepare documents, reports, and presentations as directed by the CEO

Front Desk & Client Experience (Deyne Interiors)

• Welcome all clients warmly and professionally at the Deyne Interiors showroom
• Direct clients to the appropriate team member
• Manage appointment arrivals and ensure the reception area reflects brand standards
• Provide initial service information before client handover to design staff

KEY PERFORMANCE INDICATORS (KPIs)

• Quotation accuracy — zero errors in issued quotations
• Quotation turnaround time — issued within same day or agreed timeframe
• Filing completeness — 100% of records complete, named, and accessible
• CEO calendar management — zero missed or double-booked appointments
• Client reception standard — first impression always professional
• Invoice accuracy — zero disputed invoices due to admin error

Qualifications or requirements (e.g., education, skills)

Minimum Qualifications & Education

• Zambia School Certificate (Grade 12) required
• Diploma in Office Administration, Business Administration, or equivalent preferred

Experience needed

Experience Required

• Minimum 2 years in an administrative or office management role
• Experience in a client-facing role advantageous
• Experience supporting a senior executive preferred

Skills & Competencies

• Proficient in MS Word, Excel, and email
• Strong written and verbal communication
• Numeracy for quotation and invoicing
• Diary management and scheduling

Personal Attributes

• Impeccably organised — manages multiple priorities without confusion
• Professional presentation — the face of the brand at reception
• Proactive — anticipates what is needed before being asked
• Discreet — handles confidential CEO and client information appropriately

• Prepare accurate quotations based on measurements and pricing guidelines
• Issue invoices for approved sales and ensure timely follow-up on payments
• Maintain organised customer records, quotation files, and job records
• Track outstanding quotes and follow up with sales staff on pending conversions
• Manage all office filing — physical and digital — to company standards
• Ensure all documentation follows company procedures and naming conventions
• Coordinate communication and information flow between departments
• Manage office supplies and stationery procurement
• Manage the CEO's calendar, appointments, and meeting scheduling
• Prepare meeting agendas, minutes, and action registers as required
• Coordinate internal and external meetings professionally
• Prepare documents, reports, and presentations as directed by the CEO
• Welcome all clients warmly and professionally at the Deyne Interiors showroom
• Direct clients to the appropriate team member
• Manage appointment arrivals and ensure the reception area reflects brand standards
• Provide initial service information before client handover to design staff

• Proficient in MS Word, Excel, and email
• Strong written and verbal communication
• Numeracy for quotation and invoicing
• Diary management and scheduling

• Zambia School Certificate (Grade 12) required
• Diploma in Office Administration, Business Administration, or equivalent preferred