Admin & Events Lead at Victory Farms

As the Admin & Events Lead you will be responsible for managing Victory Farms’ day-to-day office, Farm, and Logistics Centre operations. This role streamlines administrative processes, oversees support staff, and ensures organizational efficiency across the business. The successful candidate will be a proactive, detail-oriented leader who takes ownership of office operation responsibilities.

Roles & Responsibilities:

Operations & Administration

• Supervise day-to-day operations of the administrative department and staff members.
• Develop, review, and improve administrative systems, policies, and procedures.
• Ensure the office is consistently stocked with necessary supplies and all equipment is properly maintained.
• Collect, organize, and store information using computers and filing systems.
• Provide technical and logistical support to all administrative personnel.
• Maintain continuity across corporate, divisional, and local work teams by documenting and communicating actions, irregularities, and ongoing needs.
• Manage farm and accommodation travel logistics.

People Management

• Lead, coach, and develop administrative staff; set clear job expectations, monitor performance, and conduct appraisals.
• Hire, onboard, train, and evaluate team members, taking corrective action where necessary.
• Initiate, coordinate, and enforce organizational systems, policies, and procedures.

Events & Company Culture

• Plan, coordinate, and execute company-wide events including the Christmas Party, Founders Day, Annual Awards, and other milestone celebrations.
• Schedule and promote internal office events such as meetings, conferences, orientations, and training sessions.

Procurement & Vendor Management

• Manage international online purchases from vendors including Amazon, StickerMule, Patches4Less, VistaPrint, and others.
• Oversee the full staff uniform process: ordering, tracking, and issuance.
• Identify communication and equipment needs; evaluate options, maintain equipment, and approve related invoices.

Finance & Budgeting

• Partner with the accounting and management team to set budgets, monitor departmental spending, and manage expenses.
• Track progress on special projects and report on movement towards company goals.

File & Records Management

• Manage procurement files for China, Hippo Hill project, and any other entities assigned by the Head of Department.
• Maintain accurate and accessible records in line with company standards.

Skills and qualifications:

• 3-4 years of experience in a similar role.
• Strong leadership and people management skills
• Excellent organizational and multitasking abilities
• High attention to detail and problem-solving mindset
• Strong written and verbal communication skills
• Proficiency in office software and digital tools
• Commercial awareness and budget management experience
• Proactive, self-motivated, and able to work with minimal supervision