Key Responsibilities and Required Skills for Vehicle Logistics Assistant

🎯 Role Definition

This role requires a highly organized and proactive Vehicle Logistics Assistant to join our dynamic operations team. In this pivotal role, you will be the backbone of our vehicle transportation network, responsible for coordinating the seamless movement of our fleet. Your mission will be to ensure vehicles are tracked, documented, and delivered on time and in perfect condition. This position is ideal for an individual with a keen eye for detail, exceptional problem-solving skills, and a passion for the intricate dance of logistics within the automotive industry.

📈 Career Progression

Typical Career Path

Entry Point From:

Administrative Assistant
Customer Service Representative
Dispatch Assistant

Advancement To:

Vehicle Logistics Coordinator
Fleet Supervisor
Logistics Manager

Lateral Moves:

Supply Chain Analyst
Procurement Specialist

Core Responsibilities

Primary Functions

Coordinate the end-to-end transportation of new and used vehicles, ensuring timely and cost-effective pick-up and delivery from various points including auctions, dealerships, and ports.
Act as the primary point of contact for transportation carriers, fostering strong relationships, negotiating rates, and ensuring adherence to our service level agreements.
Diligently track and monitor all vehicle movements in real-time using our Transportation Management System (TMS), providing proactive status updates to internal stakeholders and clients.
Meticulously process and manage all vehicle-related documentation, including titles, registrations, bills of lading, and condition reports, ensuring 100% accuracy and compliance.
Conduct thorough inbound and outbound vehicle inspections, accurately documenting any damages or discrepancies and initiating the claims process in a timely manner.
Manage the vehicle inventory across multiple lots and storage facilities, performing regular audits to ensure data integrity between physical counts and system records.
Prepare and distribute detailed daily, weekly, and monthly reports on key logistics metrics, such as on-time performance, cost per unit, and carrier scorecards.
Efficiently resolve any logistical exceptions, such as transportation delays, vehicle damage claims, or documentation issues, by investigating the root cause and implementing corrective actions.
Collaborate closely with the Sales, Service, and Accounting departments to ensure a seamless flow of information and support the overall vehicle lifecycle management.
Process and verify carrier invoices against contracted rates and completed services, resolving any billing discrepancies to ensure accurate and timely payments.
Schedule and coordinate pre-delivery inspections (PDI) and reconditioning services to ensure vehicles meet stringent quality standards before final delivery.
Ensure all transportation activities are in strict compliance with Department of Transportation (DOT) regulations, federal/state laws, and internal company safety policies.
Maintain and update the master carrier database with current insurance certificates, operating authorities, and performance data to ensure a qualified and reliable partner network.
Assist in the strategic planning of vehicle movements and route optimization to minimize transit times and reduce overall transportation costs.
Manage the secure inventory of vehicle keys, fobs, and other essential assets, ensuring a proper chain of custody is maintained and documented at all times.

Secondary Functions

Support the Logistics Manager with special projects and initiatives aimed at improving operational efficiency and reducing costs within the automotive supply chain.
Provide exceptional customer service by promptly responding to inquiries from internal and external partners regarding vehicle status, ETAs, and logistics processes.
Assist in the onboarding process for new transportation vendors, ensuring they understand and adhere to our operational standards, systems, and procedures.
Contribute to the continuous improvement of logistics processes by identifying bottlenecks, suggesting enhancements, and participating in the implementation of innovative solutions.
Perform high-volume, accurate data entry and maintain meticulous records across various software platforms to ensure the highest level of data integrity for all logistics activities.
Support ad-hoc data requests and exploratory data analysis to provide insights into logistics performance.
Contribute to the organization's data strategy and roadmap by ensuring high-quality data capture.
Collaborate with business units to translate data needs into engineering requirements for logistics systems.
Participate in sprint planning and agile ceremonies within the data and operations teams.

Required Skills & Competencies

Hard Skills (Technical)

Proficiency in Transportation Management Systems (TMS), Dealer Management Systems (DMS), or similar logistics software.
Advanced skills in Microsoft Office Suite, particularly Excel, for data analysis, reporting (VLOOKUP, Pivot Tables), and tracking.
Strong data entry skills with a proven history of high accuracy and efficiency in fast-paced environments.
Working knowledge of Department of Transportation (DOT) regulations and vehicle compliance requirements.
Experience with processing vehicle titles, registrations, and other legal automotive documentation.
Familiarity with inventory management principles and experience using inventory control software.

Soft Skills

Exceptional problem-solving abilities with a knack for thinking on your feet to resolve logistical challenges under pressure.
Superior organizational and time-management skills, with the ability to masterfully prioritize a high volume of tasks.
Meticulous attention to detail, ensuring flawless accuracy in documentation, data entry, and vehicle inspections.
Excellent verbal and written communication skills for clear, concise, and professional interaction with carriers, clients, and internal teams.
A collaborative, team-player mindset with a strong customer service orientation and a 'can-do' attitude.
High level of adaptability and resilience to manage changing priorities and unexpected situations effectively.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED required.

Preferred Education:

Associate's or Bachelor's degree is highly preferred.

Relevant Fields of Study:

Logistics
Supply Chain Management
Business Administration
Operations Management

Experience Requirements

Typical Experience Range: 1-3 years of experience in a logistics, transportation, or administrative role, preferably within the automotive or a related industry.

Preferred: Prior experience in a role involving vehicle dispatch, fleet coordination, or automotive title processing is highly desirable. Experience working directly with freight carriers and 3PLs is a significant plus.