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Key Responsibilities and Required Skills for a Vehicle Transport Clerk

💰 $45,000 - $65,000

LogisticsSupply ChainAutomotiveAdministration

🎯 Role Definition

The Vehicle Transport Clerk is a key operational role responsible for the complete administrative and logistical coordination of all inbound and outbound vehicle movements. This position serves as the primary point of contact for transport carriers, internal departments, and customers regarding vehicle logistics. The clerk manages everything from initial dispatch and scheduling to final delivery confirmation and invoicing, ensuring all transportation activities are executed with precision, cost-efficiency, and in full compliance with company policies and transportation regulations.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Customer Service Representative (Automotive/Logistics)
  • Dispatch Assistant
  • Junior Logistics Coordinator

Advancement To:

  • Senior Transport Coordinator
  • Logistics Supervisor / Team Lead
  • Fleet Dispatch Manager
  • Carrier Relations Manager

Lateral Moves:

  • Inventory Control Specialist
  • Logistics Analyst

Core Responsibilities

Primary Functions

  • Proactively coordinate and schedule the timely pickup and delivery of vehicles with a network of third-party carriers, ensuring alignment with customer and inventory requirements.
  • Prepare, verify, and process all necessary shipping and receiving documentation, including Bills of Lading (BOLs), vehicle condition reports, and proof of delivery (POD) receipts.
  • Serve as the primary communication link between carriers, drivers, dispatchers, and internal departments, providing real-time status updates on vehicle locations and estimated arrival times.
  • Meticulously track and trace all vehicle movements from point of origin to final destination using Transportation Management Systems (TMS), GPS tracking, and direct carrier communication.
  • Diligently maintain and update the transport dispatch board and logistics database with accurate information, including carrier assignments, costs, and delivery milestones.
  • Resolve in-transit issues, such as delays, breakdowns, or diversions, by collaborating with carriers to find swift and effective solutions that minimize impact on delivery schedules.
  • Investigate, document, and process claims for any in-transit damages, working with insurance providers and carriers to ensure a fair and timely resolution.
  • Audit, verify, and process carrier freight invoices for payment, ensuring accuracy of charges and reconciling any discrepancies against quotes and contracts.
  • Build and maintain strong, professional relationships with a portfolio of transport carriers to ensure reliable service, competitive pricing, and priority capacity.
  • Source and negotiate freight rates with new and existing carriers to optimize transportation costs while maintaining high standards of service and reliability.
  • Ensure 100% carrier compliance by verifying and maintaining up-to-date records of their operating authority, insurance certificates (COI), and safety ratings.
  • Manage the accurate input of vehicle information, including VINs, stock numbers, and condition details, into the inventory management system upon dispatch and arrival.
  • Generate and analyze regular reports on key transportation metrics, including cost-per-unit, on-time performance, carrier scorecards, and transit times.
  • Assist in managing the flow of vehicles at the facility, coordinating gate-in and gate-out procedures to ensure an organized and efficient yard.
  • Provide exceptional customer service to internal and external stakeholders, promptly addressing inquiries and concerns related to vehicle transport.
  • Onboard new transport partners by guiding them through the company's operational procedures, compliance requirements, and payment processes.
  • Process and handle vehicle title paperwork and other ownership documents as they relate to the transport and transfer of inventory.
  • Act as a subject matter expert on company shipping policies and procedures, providing guidance to sales and service staff as needed.
  • Monitor transport activities to ensure compliance with all Department of Transportation (DOT) and other applicable local, state, and federal regulations.
  • Support the Logistics Manager in developing strategies to improve operational efficiency, reduce transportation costs, and enhance service levels.

Secondary Functions

  • Support ad-hoc data requests and exploratory data analysis related to transit times and carrier costs.
  • Contribute to the organization's data strategy and roadmap by identifying opportunities for improved tracking.
  • Collaborate with business units to translate data needs into engineering requirements for the TMS.
  • Participate in sprint planning and agile ceremonies within the data engineering team if applicable.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Proficiency in using TMS platforms (e.g., Dealertrack, KAR OVE, Ship.Cars) for dispatch, tracking, and reporting.
  • MS Office Suite: Advanced skills in Microsoft Excel for data manipulation, tracking spreadsheets, and reporting; proficiency in Outlook and Word for communication and documentation.
  • Data Entry: High degree of speed and accuracy in data entry for VINs, transport details, and financial information.
  • Logistics Documentation: Strong understanding and experience with Bills of Lading (BOL), Proof of Delivery (POD), and carrier invoices.
  • Regulatory Knowledge: Familiarity with basic DOT regulations and compliance standards for motor carriers.
  • Geographical Knowledge: Solid understanding of US geography and major transportation routes to optimize scheduling and routing.

Soft Skills

  • Communication: Excellent verbal and written communication skills for clear and professional interaction with drivers, carriers, and internal teams.
  • Problem-Solving: Proactive and resourceful in identifying and resolving logistical challenges and unexpected issues under pressure.
  • Attention to Detail: Meticulous and thorough in handling documentation, verifying information, and maintaining accurate records to prevent errors.
  • Time Management & Organization: Superior ability to multitask, prioritize a high volume of requests, and manage deadlines effectively in a fast-paced environment.
  • Negotiation: Confidence in negotiating rates and terms with carriers to achieve favorable outcomes for the company.
  • Customer Focus: A strong commitment to providing outstanding service to both internal and external customers.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent.

Preferred Education:

  • Associate's or Bachelor's Degree.

Relevant Fields of Study:

  • Logistics & Supply Chain Management
  • Business Administration

Experience Requirements

Typical Experience Range: 2-4 years of experience in a logistics, dispatch, or transportation coordination role.

Preferred: Direct experience within the automotive industry (dealership, auction, rental, or manufacturing) is highly desirable. Experience in a high-volume vehicle transport or freight brokerage environment will be given strong consideration.

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