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Key Responsibilities and Required Skills for Vehicle Logistics Officer

LogisticsSupply ChainAutomotiveOperations

🎯 Role Definition

Are you a master of coordination with a passion for the automotive world? This role requires a detail-oriented and proactive Vehicle Logistics Officer to join our dynamic operations team. In this pivotal role, you will be the command center for our vehicle fleet, responsible for orchestrating the seamless movement of vehicles from origin to destination. You will manage complex schedules, liaise with a network of transport carriers, ensure regulatory compliance, and solve logistical puzzles to maintain the highest standards of efficiency and service. If you thrive in a fast-paced environment and excel at managing multiple priorities to ensure assets are in the right place at the right time, this is the opportunity for you to drive your career forward and make a tangible impact on our business success.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator
  • Dispatcher
  • Fleet Administrator
  • Supply Chain Assistant

Advancement To:

  • Senior Logistics Manager
  • Fleet Operations Manager
  • Supply Chain Manager
  • Regional Logistics Director

Lateral Moves:

  • Procurement Officer
  • Supply Chain Analyst
  • Warehouse & Distribution Supervisor

Core Responsibilities

Primary Functions

  • Orchestrate the end-to-end transportation of new and used vehicles, coordinating between manufacturing plants, ports, auction sites, and final delivery points.
  • Select, onboard, and manage relationships with third-party logistics (3PL) providers and freight carriers, negotiating rates and ensuring service level agreements (SLAs) are met.
  • Develop and optimize multi-modal transportation routes (road, rail, sea) to minimize costs, reduce transit times, and enhance delivery reliability.
  • Utilize Transportation Management Systems (TMS), telematics, and GPS tracking to provide real-time monitoring of all in-transit vehicle movements, proactively communicating status updates to stakeholders.
  • Meticulously prepare, verify, and manage all shipping documentation, including bills of lading (BOLs), vehicle titles, customs declarations, and proof of delivery.
  • Ensure strict compliance with all local, state, federal, and international transportation regulations, including Department of Transportation (DOT) and Federal Motor Carrier Safety Administration (FMCSA) rules.
  • Serve as the primary point of contact for resolving any in-transit exceptions, such as delays, damages, or diversions, implementing corrective actions swiftly.
  • Manage the vehicle inspection process upon pickup and delivery, documenting vehicle condition and processing any damage claims with carriers and insurance providers.
  • Maintain accurate inventory records of vehicles at various stages of the logistics pipeline, including at ports, storage yards, and processing centers.
  • Collaborate closely with sales, procurement, and remarketing teams to align logistics activities with overall business timelines and sales objectives.
  • Prepare and analyze key performance indicator (KPI) reports on logistics operations, including on-time performance, cost-per-unit, and carrier effectiveness.
  • Audit and process freight invoices, reconciling discrepancies and ensuring accurate and timely payment to logistics partners.
  • Coordinate the scheduling of vehicle pickups and deliveries with dealerships, rental agencies, and corporate clients to ensure a smooth handover process.
  • Manage the logistics of vehicle reconditioning and upfitting, coordinating movement between service centers and storage facilities.
  • Develop and implement Standard Operating Procedures (SOPs) for vehicle handling, loading, and transportation to ensure consistency and quality.
  • Forecast future transport needs based on sales projections and inventory levels to secure necessary carrier capacity in advance.
  • Conduct regular performance reviews and business critiques with key carriers to drive continuous improvement in service and cost.
  • Handle the complex logistics for specialized vehicle movements, including high-value luxury cars, oversized units, or vehicles requiring special handling.
  • Liaise with customs brokers and port authorities to facilitate the smooth import and export of vehicles, ensuring all legal requirements are met.
  • Maintain a comprehensive database of carrier information, rates, and performance metrics to support strategic sourcing decisions.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis to identify trends in transportation costs and delivery times.
  • Contribute to the organization's data strategy and roadmap by providing insights into logistics data requirements.
  • Collaborate with business units to translate data needs related to vehicle movement and inventory into engineering requirements.
  • Participate in sprint planning and agile ceremonies within the data and technology teams to improve logistics software and tools.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency in using TMS platforms for carrier assignment, load tendering, and shipment tracking.
  • MS Office Suite: Advanced skills in Microsoft Excel for data analysis, reporting, and financial modeling (VLOOKUP, Pivot Tables).
  • Route Planning & Optimization: Experience with software and methodologies for creating efficient and cost-effective delivery routes.
  • Regulatory Knowledge: Deep understanding of DOT, FMCSA, and other relevant transportation industry regulations.
  • Freight Bill Auditing: Ability to scrutinize and audit freight invoices for accuracy against contracted rates and services.
  • Inventory Management: Competency in using systems to track and manage vehicle inventory across multiple locations.
  • Supply Chain Principles: Solid grasp of fundamental supply chain and logistics concepts.
  • Customs Documentation: Familiarity with the documentation and processes required for international vehicle shipping.

Soft Skills

  • Problem-Solving: Exceptional ability to identify logistical issues, analyze root causes, and implement effective solutions under pressure.
  • Communication: Excellent verbal and written communication skills for clear and concise interaction with drivers, carriers, and internal stakeholders.
  • Negotiation: Strong negotiation skills for securing favorable rates and terms with transportation providers.
  • Attention to Detail: Meticulous approach to managing documentation, tracking shipments, and ensuring compliance.
  • Time Management & Prioritization: Ability to manage multiple shipments and competing deadlines in a fast-paced environment.
  • Adaptability: Flexibility to respond to unexpected changes in schedules, routes, or weather conditions.
  • Stakeholder Management: Proven ability to build and maintain strong, positive relationships with internal teams and external partners.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree or equivalent professional experience in a related field.

Preferred Education:

  • Bachelor's or Master's Degree in a relevant field of study.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration
  • Operations Management

Experience Requirements

Typical Experience Range: 3-7 years of direct experience in logistics, transportation coordination, or supply chain management.

Preferred:

  • Specific experience within the automotive industry (OEM, dealership, auction, or rental).
  • Demonstrable experience managing relationships with a diverse network of freight carriers.
  • Hands-on experience with both domestic and international freight forwarding.
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