Internal Sales and Office Administrator at Mayfly Agri (Pty) Ltd

• A leading agricultural company is seeking an Internal Sales and Office Administrator to be responsible for coordinating and processing various activities, events, logistics, invoicing, procurement processes, and administrative tasks in line with company policies and procedures for the Pretoria office (and, at times, the business as a whole). The successful candidate will also be responsible for providing the administrative and day-to-day support required to ensure the Pretoria office operates smoothly and professionally.

Minimum requirements for the role:

• Must have a National Senior Certificate (Matric)
• Minimum 5 years’ experience in office administration
• Intermediate proficiency in Microsoft Excel and Word, with experience in (or the ability to quickly learn) MegaFreight/Streamline warehousing systems, Pastel (invoice capturing and sales reporting), and general office/HR systems
• Must possess intermediate business numeracy skills
• Advanced English literacy and business communication skills is required
• Must have a valid driver’s license or own reliable transport

The successful candidate will be responsible for:

• Handling daily and month-end administrative tasks, including invoicing, claims, petty cash, office account payments, and accounts payable from contractors.
• Providing general office administration support, maintaining continuous communication flow, and ensuring the smooth day-to-day operations of the Pretoria office in line with company policies and procedures.
• Performing health and safety administration to ensure legal compliance with OHSA and COIDA, preparing for the annual H&S audit, and addressing any findings.
• Coordinating induction and orientation programmes for new employees and providing ongoing administrative support while they settle in.
• Ensuring offices and staff travelling on business have the necessary documentation in case of accidents.
• Assisting with travel arrangements and planning as required.
• Organising and managing conferences (technical, annual, and bi-annual), ad hoc functions, social committee events, year-end functions, and other planned social activities.
• Coordinating staff birthdays, farewells, welcoming of new staff, staff meetings, and distributor meetings.
• Making all necessary arrangements for overseas visitors.
• Processing sales orders accurately and promptly on the Streamline (MegaFreight) system after verifying purchaser eligibility, pricing, quantity, and availability.
• Returning completed order paperwork to the Procurement Officer(s) and escalating anomalies to the relevant Commercial Manager, Logistics Manager, Credit Controller, or Accountant.
• Managing the stock shortage communication process and handling back-order and product release issues.
• Distributing current price lists to all distributors and communicating subsequent price list changes and related information promptly.
• Managing reception duties and acting as the professional first point of contact for visitors, employees, suppliers, and callers.
• Overseeing office housekeeping and maintenance, ensuring all areas are clean and tidy, faults are reported promptly, and repairs and maintenance of office equipment are arranged.