Administrative and Logistics Coordinator

The Administrative & Logistics Coordinator provides administrative, documentation, inventory and logistical support to ensure that vehicle transactions and daily operations are properly documented, tracked and executed efficiently. The position serves as the primary administrative support to the Office Manager and coordinates routine logistics and documentation activities.

226 South Road, Bourda, Georgetown, Guyana. Hours: Mon – Fri 08:00AM to 05:00PM, Sat 08:00AM – 01:00PM

● High School Diploma with a pass in Mathematics and English, or an equivalent qualification, is required. A Certificate, Diploma, or Degree in Business Administration, Office Administration, Logistics, Supply Chain Management or a related field will be considered an asset.

● 2–3 years of relevant experience in administration, logistics, inventory management, customer service, vehicle administration, or a similar operational role.

● Experience working in a vehicle dealership, automotive, logistics, retail, or other fast-paced operational environment would be an advantage.

● Strong administrative and organizational skills, with the ability to manage multiple tasks and maintain accurate records.

● Working knowledge of inventory and stock management procedures.

● Experience with vehicle documentation, transfers, insurance, GRA transactions, or licensing would be an asset.

● Strong Microsoft Office skills, particularly Word, Excel, Outlook, and document/file management systems.

● Ability to work independently, prioritize competing tasks, and meet deadlines.

• Maintain accurate, organized, and up-to-date customer, vehicle, inventory, and administrative records.

• Assist the Office Manager with the coordination of day-to-day administrative, logistical, and operational activities.

• Answer and direct telephone calls in a professional and courteous manner.

• Respond to routine administrative inquiries and provide appropriate information or assistance.

• Assist customers with routine administrative documentation and bank-letter requirements.

• Support the preparation and organization of documentation required for vehicle sales, transfers, and deliveries.

• Assist with the preparation and processing of vehicle transfer and ownership documentation.

• Assist with documentation required for Guyana Revenue Authority (GRA) transactions.

• Assist with insurance-related documentation, requests, and follow-up.

• Compile customer and vehicle delivery documentation for review and finalization.

• Assist with verifying that all documentation required for vehicle delivery has been received and properly completed.

• Maintain records relating to vehicle movements, inspections, repairs, transfers, and deliveries.

• Maintain and regularly update the vehicle, shipment, and container tracking board.

• Monitor incoming containers, shipments, vehicle arrivals, and other scheduled logistical activities.

• Coordinate routine vehicle movements under the direction of the Office Manager.

• Liaise with drivers regarding scheduled collections, deliveries, maintenance appointments, inspections, and other vehicle movements.

• Assist with coordinating vehicle collections, deliveries, transfers, and movements between locations.

• Monitor inventory levels and conduct routine stock checks to maintain accurate stock records, including quantities received, issued, and remaining.

• Assist with the receipt, inspection, and verification of operational supplies, vehicle parts, and other inventory items.

• Assist with the preparation of monthly warehouse and inventory reports.

• Track orders from placement through to receipt and confirmation.

• Verify received items against relevant orders, quotations, or supporting documentation and report discrepancies.

• Inform the Office Manager promptly of supplier delays, shortages, discrepancies, or other procurement-related issues.

• Identify administrative, logistical, inventory, vehicle, or facility-related issues and report them promptly to the Office Manager.