About the company

Yorks Electrical Limited has provided electrical engineering and contracting services in Zambia since 2001. Based in Lusaka, the company works across electrical installations and maintenance, solar solutions, industrial systems, generator services, petrol station systems and infrastructure projects.

The role

The Administrative Assistant will coordinate daily office activities and support management and technical teams. The role also provides administrative assistance to the Accounts and Human Resources departments, while keeping accurate records and handling confidential information responsibly.

Office and project administration

• Coordinate daily office operations, maintain supplies and equipment records, and follow up on service and maintenance needs.
• Receive, record and route calls, emails, letters and courier deliveries, and respond to routine enquiries professionally.
• Maintain organised physical and electronic files for contracts, quotations, projects, clients, suppliers and general correspondence.
• Arrange meetings and appointments, prepare agendas and minutes, and track actions and deadlines for management.
• Prepare letters, reports, presentations and other documents, checking their accuracy and timely circulation.
• Support technical teams with project documentation, site correspondence, and procurement requests and follow ups with suppliers and clients.

Accounts and human resources support

• Assist Accounts with preparing and filing invoices, receipts, purchase records and expense documents.
• Track outstanding invoices and payment follow ups, update records and refer financial queries to the Accounts team.
• Help assemble supporting documents for reconciliations, audits and management reporting.
• Update employee files, attendance and leave records, and assist with interview scheduling, onboarding and training arrangements.
• Handle personal, financial and commercial information discreetly and follow company approval and record keeping procedures.

Qualifications and skills

• Diploma or degree in Business Administration, Office Management or a related field.
• At least one to two years of experience in an administrative role.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Strong organization, communication, record keeping and problem solving skills.
• Integrity, attention to detail and the ability to work independently and with a team.

• Coordinate daily office operations, maintain supplies and equipment records, and follow up on service and maintenance needs.
• Receive, record and route calls, emails, letters and courier deliveries, and respond to routine enquiries professionally.
• Maintain organised physical and electronic files for contracts, quotations, projects, clients, suppliers and general correspondence.
• Arrange meetings and appointments, prepare agendas and minutes, and track actions and deadlines for management.
• Prepare letters, reports, presentations and other documents, checking their accuracy and timely circulation.
• Support technical teams with project documentation, site correspondence, and procurement requests and follow ups with suppliers and clients.
• Assist Accounts with preparing and filing invoices, receipts, purchase records and expense documents.
• Track outstanding invoices and payment follow ups, update records and refer financial queries to the Accounts team.
• Help assemble supporting documents for reconciliations, audits and management reporting.
• Update employee files, attendance and leave records, and assist with interview scheduling, onboarding and training arrangements.
• Handle personal, financial and commercial information discreetly and follow company approval and record keeping procedures.

• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
• Strong organization, communication, record keeping and problem solving skills.
• Integrity, attention to detail and the ability to work independently and with a team.

• Diploma or degree in Business Administration, Office Management or a related field.