SALES & ADMINISTRATION OFFICER

Location:
Makeni Konga, Makeni, Lusaka, Zambia (Next to Oriental Quarries)

Department:
Commercial Sales & Front Office

Reports To: Finance & Operations Manager

Official Operating Hours:
Monday – Friday: 08:00 – 16:30 | Saturday: 08:00 – 12:00 (Public Trading)

Application Deadline: Immediate Opening (Rapid 14-Day Fast-Track Recruitment)

About Mayo Agro Services Limited

Mayo Agro Services Limited is a fast-growing commercial agricultural enterprise specializing in high-yield vegetable seedling propagation, greenhouse nursery management, and farm input supply. Built on agronomic excellence and disciplined financial management, we partner with commercial and smallholder farmers across Zambia to maximize horticultural productivity.

Job Purpose & Role Summary

The Sales & Administration Officer serves as the frontline commercial face of Mayo Agro Services, driving customer satisfaction across WhatsApp, phone calls, and walk-in grower visits. The role manages seedling bookings, issues pre-numbered delivery slips and invoices, receives counter payments, coordinates seedling dispatches with the Greenhouse Manager, and handles routine office administration. Crucially, this position works extensively with Microsoft Excel and Word daily to maintain customer booking logs, quotation sheets, and administrative records.

Key Duties & Responsibilities

Customer Engagement & Conversions: Manage official phone calls and WhatsApp inquiries promptly; provide seedling specifications, tray pricing, and collection advice; convert grower inquiries into confirmed orders.
Order Scheduling & Appointment Booking: Capture advance seedling bookings in Excel tracking sheets; record variety choices, cell tray types, and pickup dates; book grower pickup appointments and send collection date reminders.
Sales Invoicing & Payment Collection: Generate pre-numbered customer delivery slips, sales tickets, and invoices; collect counter cash and digital payment transaction references (e.g., Izwe mobile money); issue official receipts immediately.
Strict 3-Way Dispatch Coordination: Liaise daily with the Greenhouse Manager to verify seedling maturity; coordinate tray loading and issue pre-numbered Gate Passes strictly after payment confirmation is verified by the Junior Clerk.
Routine Office Administration & Filing: Handle essential office tasks including physical and electronic filing of customer delivery slips, managing routine correspondence, and transcribing minutes from management meetings.
Office Procurement & Stock Receiving: Monitor office consumables and stationery; raise formal Purchase Requisitions to reorder supplies before depletion; accurately inspect, label, and record any new incoming administrative stock.
Daily Till Balancing & Cash Counts: Conduct dual daily cash counts with the Junior Clerk at the close of trading (16:30 Mon–Fri, 12:00 Sat), reconciling physical cash against issued receipts and digital payment slips.
Proactive Service & Orderly Environment: Anticipate customer and team needs to ensure a seamless experience; maintain a clean, organized, and welcoming front-office environment.
Management Assignment Clause: Perform any other operational, administrative, or commercial duties as reasonably assigned by management or the Directors to support company expansion and group operations.

Candidate Qualifications & Competencies

Education: Diploma or Degree in Business Administration, Marketing, Agribusiness, Public Relations, or related discipline.

Experience: 1–3 years practical experience in front-office customer service, retail sales coordination, or agribusiness administration.

Microsoft Office Proficiency (CRITICAL): Heavy daily reliance on Microsoft Excel (setting up order tracking sheets, using SUM/IF formulas, sorting, filtering, and balance calculation) and Microsoft Word (drafting professional customer quotations, minutes, and formatted price lists).
Communication Skills: Professional written and verbal communication; demonstrated mastery of WhatsApp Business customer service.
Integrity & Numeracy: High personal integrity, mathematical accuracy in counting cash, and meticulous record-keeping discipline.

Pre-Employment Practical Assessment & How to Apply

Computer Practical Assessment: Because this role works with Microsoft Office, all shortlisted candidates may undergo a mandatory 15-minute hands-on computer test during the interview. Candidates will be tested on live data in Microsoft Excel (customer booking formulas, sorting, balance calculation) and Microsoft Word (formatting a professional quotation and PDF export).

Preferred Application Method Complete the online application form and upload CV/Certificates at: https://forms.gle/bwgD1ayvfhi35UnP9 Email Alternative Send your CV, Cover Letter, and Credentials to jobs.mayoagro@gmail.com (Subject: 'APPLICATION - SALES & ADMINISTRATION OFFICER').