Operations & Administration Support

Reporting to the Aftersales Parts Manager, the Administrative Assistant provides administrative and operational support to the Parts Department, ensuring efficient office operations and accurate record management. The role supports procurement and inventory activities. The incumbent also liaises with ANSA Motors Trinidad to facilitate the timely processing, review, scanning, and transmission of spare parts documentation, ensuring an efficient workflow and effective departmental support.

1. Serve as the primary liaison between the Barbados and Trinidad offices for parts costing documentation and processing.

1. Review, reconcile, prepare, scan, and submit shipment and costing documents while maintaining accurate records and filing systems.
2. Prepare correspondence, reports, invoices, and departmental documentation as required.

2. To type correspondence, reports, invoices, and related material:

1. Prepare routine correspondence and compile data, statistics, and other information using the Dealer Management System.

3. Respond to telephone and email inquiries promptly and professionally.

4. Coordinate local and overseas parts shipments and ensure all customs and shipping documentation is complete and accurate.

5. Maintain attendance, vacation, and other personnel records for submission to Human Resources Department at the requested times.

6. Manage departmental filing systems, records, and document retention, including but not limited to the filing of picking slips.

7. Process local purchases, including purchase orders, inventory receiving, and invoice submissions to the Finance Department for payment.

8. Receive and record local and imported inventory.

9. Participate in departmental meetings and provide updates on procurement and administrative activities.  

10. Record, type, and distribute meeting minutes, capturing key discussions, decisions, and action items while maintaining accurate records.

11. Monitor and maintain office equipment, supplies, and stationery within approved budgets. 

12. Ensure compliance with all parts policies and procedures to maintain the consistency and integrity of the parts department structure and operation.

13. Ensure compliance with company policies, procedures, and departmental standards.

14. Assist with company and group events and perform other related duties as assigned by management.

1. Associate degree or bachelor’s degree in a related field required.
2. Demonstrated experience in a similar administrative or operations role.
3. Strong numerical, analytical, and organizational skills.
4. Experience in procurement and/or logistics is an asset.
5. Proficiency in MS Word, Excel, PowerPoint, and virtual meeting platforms.
6. Excellent written and verbal communication skills.
7. Ability to work efficiently in a fast‑paced environment.