Parts Operations Coordinator

The Parts Operations Coordinator, under the guidance and supervision of the Parts Operations Manager, provides administrative support to parts department, performing several key administrative functions and ensuring high quality and accuracy of work.

Job Summary

• Under the guidance and supervision of the Parts Operations Manager, the Parts Operations Coordinator provides administrative support to parts department, performing several key administrative functions and ensuring high quality and accuracy of work. This role also requires knowledge of procurement tasks such as vendor management and inventory control, including stock monitoring and replenishment strategies.

Job Responsibilities

• To act as a liaison between the Barbados and Trinidad offices regarding parts documents for costings, facilitating communication and coordination between the two locations.
• Procedures to include:
  • Check and scan documents to the Trinidad Office while overseeing the document flow process.
  • Reconcile the invoice with the company's purchase order and adjust the CDK order to reflect the supplier invoice.
  • Obtain freight charges from carriers (i.e., DHL, FEDEX, and the Inhouse Customs Department).
  • Review all shipping documents to ensure the documentation is correct.
  • Pre-costing Excel worksheet to be prepared for each shipment (information to include invoice number, CDK part number, quantity, unit cost)
  • Scan and email the ANSA Motors XX Department for costing. Items to be scanned as per the Parts Costing Checklist.
  • Code invoices for the manager's signature; once signed, forward them to the finance department.
• To type correspondence, reports, invoices, and related material:
  • Prepare routine correspondence and compile data, statistics, and other information using the Dealer Management System.
• To answer telephone inquiries promptly and professionally, ensuring messages are relayed within one (1) hour of receipt.
• Oversee the shipment of parts overseas.
  • Orders are to be shipped on the same day if received by 11:00 a.m. to expedite delivery processes and meet customer expectations.
  • Liaise with the Customs Department to ensure that the correct documentation is in place before the shipment is processed and to update the computer system once the shipment has been received.
• Personnel Functions:
  • Annual performance appraisals are to be conducted on housekeepers assigned to the department and submitted by the end of November every year.
  • Maintain records of attendance and vacation and submit them to the HR Department at the requested times.
• Set up and maintain information filing systems for the Parts Department, including but not limited to the filing of picking slips.
• Process local purchases of parts, oils, brake fluids, and accessories. The order is to be processed as follows:
  • Create purchase order for purchases
  • Received into stock in CDK based on receiving report
  • Purchase local parts needed for service to avoid VOR (vehicle off-road).
• Receive local and foreign stock.
• Manage Adobe signature access to ensure all documents are signed in a timely manner.
• Participate in departmental and management meetings, providing local procurement updates.
• Manage the use and maintenance of all of the common office equipment and supplies., i.e., photocopiers, scanners, fax machines, telephones, water coolers, etc.
• Responsible for ensuring stationery supply budget is not exceeded.
• Expected to participate in company and group activities when arranged and assist with planning.
• To perform any duties, which may or may not be related to the above, as requested by the management from time to time to ensure the smooth operation of the division.
• Ensure compliance with all parts policies and procedures to maintain the consistency and integrity of the parts department structure and operation.

Qualifications and Experience

• Preferably 2-4 years of working experience in an administrative support role.
• Two-year certificate or degree.
• Proficiency in Microsoft Office Suite.
• Excellent organizational and time-management skills with the ability to prioritize tasks.
• Customer-oriented service personality, with a positive work attitude.
• Strong written and verbal communication skills.
• Detail-oriented with a commitment to delivering high-quality work.
• Enthusiastic, adaptable, and able to thrive in a team-oriented environment.