Operations Coordinator

Website TopFloor Zambia

Operations Coordinator

Our client, a sustainable energy solutions company, is looking to hire an Operations Coordinator whose purpose will be to support the organization through logistics, transportation, inventory and facilities management.

Key Responsibilities:


  • Oversee driver activity with regard to delivery of items.
  • Oversee the timely, accurate and secure distribution of products and supplies to the required destinations.
  • Perform the balancing of consignment size and delivery timing so as to optimize fuel usage.
  • Perform timely reporting of inventory and shipment status.
  • Perform timely distribution of the vehicle supply and demand calendar to internal customers.


  • Oversee the company fuel account and perform fuel expense authorisations.
  • Oversee maximization of vehicle availability through implementation of timely / regular scheduled maintenance programme and safe management of unscheduled maintenance.
  • Oversee vehicle maintenance activity.
  • Perform procurement of new vehicles.
  • Perform vehicle monitoring and reporting (mileage, fuel consumption, tax, fitness, insurance).
  • Adhere to and oversee adherence of company vehicle policies.


  • Oversee inventory / storage management and reporting of company products at HQ, shops and agents.
  • Oversee inventory / storage management and reporting of company headquarters and shop supplies.
  • Oversee team activity with regard to inventory and storage management.
  • Oversee regular internal audits and on-site inspections for inventory at HQ, sales & service centre’s and agents.
  • Lead procurement of supplies (with management approval).
  • Perform inbound product, spares and supplies tracking and reporting with a specific focus on making as ‘live’ and as transparent as technology will allow.
  • Coordinate with NSS, Tech Team and key suppliers to optimise product/spares availability.
  • Lead product packaging dialogue with marketing and product suppliers to ensure.
  • Product information / branding meet defined requirements (Marketing).
  • Product serial numbers and codes meet defined requirements (BAR).
  • The number of items can be delivered per shipment is maximised.

Facilities Management (Security, Cleaning, Landscaping, Building Maintenance)

  • Oversee team activity with regard to the maintenance of secure, safe, clean and available headquarters.
  • Perform development of and oversee adherence to Health & Safety At Work Policy. Coordination & Team Supervision.
  • Oversee adherence to Standard Operating Procedures amongst staff.
  • Oversee timely work delivery and work quality of Operations team members.
  • Oversee the maintenance of any Operations department email inboxes.
  • Lead the maintenance of any Operations Manuals and documentation.
  • Lead the strategizing over any Operations responsibilities.
  • Lead any strategic proposals to Management and implement where agreed.
  • Lead the updating of the Operations priority tracker.
  • Lead and oversee Operations calendars.
  • Lead Operations-specific projects.
  • Lead the resolution of ad-hoc Operations issues in a timely manner.
  • Perform development of Operations Standard Operating Procedures and keep them up to date.
  • Perform weekly check-ins and quarterly evaluations with Operations team members.
  • Perform the signing-off on time sheets of Operations staff.
  • Perform any work required by the department manager.
  • Perform identification of opportunities to improve and update systems and processes.
  • Perform budget approvals from the Finance and Accounting Department.
  • Develop and lead the maintenance of Operations budget.
  • Develop and implement Operations Procedures.
  • Develop monthly report and performance reports and share with Management.
  • Cooperate with Finance with regard to all budget / spend approvals.
  • Cooperate with HR with regard to any safety related matters.
  • Cooperate with all departments with regard to forecasting of vehicle and distribution needs.
  • Cooperate with HR with regards to staff performance, disciplinary and staff training matters.
  • Cooperate with HR with regard to organisation of Training.
  • Cooperate with HR with regard to effective delivery of staff onboarding.
  • Cooperate with NSS on stock distribution requirements and to ensure correct stock and inventory management.
  • Cooperate with Marketing to ensure correct stock and inventory levels.
  • Cooperate with BAR with regard to provision of accurate information for monthly Key Performance Indicator reports.
  • Support any priority company activities as required by company management.
  • Further develop work related skills on a regular basis in order to ensure excellent work performance.

 Desired Skills, Qualifications and Experience:

  • Bachelor’s Degree in mechanical engineering, Supply Chain Management, Operations Management or related field.
  • Must have at least three to four years in the Operations, Mechanical Engineering and Supply Chain Management function.
  • Should be able to demonstrate experience and understanding of fleet management, vehicle safety and maintenance and inventory management.
  • Must be in possession of Manual, Class B Driver’s License which should have been held for over 2 years.
  • Should have strong leadership and process management skills.
  • Should be able to demonstrate his/her ability to organize people and resources with acceptable level of professionalism and integrity.
  • Should have familiarity with facilities management.
  • Should have general awareness of Health and Safety Laws of Zambia.

How to apply:

Applicants should send their resumes to jobs@topfloor.co.zm with the job title as the email subject before 20th August, 2021.

Only shortlisted candidates will be contacted.

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To apply for this job email your details to jobs@topfloor.co.zm.

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