Key Responsibilities and Required Skills for a Vehicle Logistics Specialist

🎯 Role Definition

The Vehicle Logistics Specialist is the operational cornerstone of our fleet and asset movement strategy. You will be responsible for orchestrating the complex logistics of transporting vehicles across the country, acting as the central point of contact for carriers, drivers, and internal stakeholders. This role requires a master coordinator who can proactively solve problems, optimize costs, and ensure every vehicle reaches its destination on time and in perfect condition. You are the engine that drives our vehicle supply chain.

📈 Career Progression

Typical Career Path

Entry Point From:

Logistics Coordinator
Dispatcher
Fleet Administrator
Supply Chain Analyst

Advancement To:

Senior Logistics Specialist
Logistics Manager
Fleet Operations Manager
Supply Chain Manager

Lateral Moves:

Supply Chain Analyst
Procurement Specialist
Operations Analyst

Core Responsibilities

Primary Functions

Plan, schedule, and execute the daily transportation of vehicles between various locations, including manufacturing plants, ports, auction sites, and retail centers.
Develop and maintain robust relationships with a diverse network of vehicle carriers, freight forwarders, and third-party logistics (3PL) providers to ensure network capacity and reliability.
Utilize Transportation Management Systems (TMS) and other logistics software to monitor shipments in real-time, providing status updates and proactive management of exceptions.
Meticulously manage and verify all transportation documentation, including Bills of Lading (BOLs), Proof of Delivery (PODs), gate passes, and electronic vehicle condition reports.
Analyze transportation spend, negotiate competitive freight rates with carriers, and continuously identify opportunities for cost reduction and operational efficiency.
Act as the primary escalation point for resolving in-transit issues such as delays, breakdowns, diversions, or vehicle damage, communicating resolutions effectively to all parties.
Ensure all transportation activities are in strict compliance with Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and other state and federal regulations.
Maintain pinpoint accuracy of vehicle inventory records while in transit, reconciling system data with physical locations to prevent asset loss.
Generate, analyze, and present Key Performance Indicators (KPIs) and detailed reports on logistics activities, focusing on on-time performance, cost-per-move, and carrier scorecards.
Serve as the central communication hub between internal departments (e.g., Sales, Remarketing, Fleet Operations) and external partners to align on delivery schedules and vehicle availability.
Oversee the entire vehicle damage claim process, from initial inspection and documentation to filing claims with carriers and ensuring timely resolution and reimbursement.
Optimize transportation routes and modes (e.g., truck, rail) to minimize transit times, reduce empty miles, and lower overall transportation costs.
Participate in the qualification, onboarding, and performance management of new transportation carriers to support business growth and improve service levels.
Master and maintain the integrity of data within our logistics platforms, ensuring all shipment information is current and accurate.
Coordinate the complex logistics for vehicle movements to and from specialty locations like automotive auctions, ports, and railheads, managing tight schedules and specific documentation requirements.
Collaborate with demand planning and sales teams to forecast future transportation needs and strategically secure carrier capacity in advance.
Continuously evaluate existing logistics processes and standard operating procedures (SOPs), recommending and implementing improvements to enhance workflow and service quality.
Manage the unique logistical requirements for special projects, such as new vehicle model launches, corporate event fleets, or large-scale vehicle relocations.
Provide a superior level of customer service by delivering clear, concise, and timely updates on vehicle ETAs, potential delays, and delivery confirmations.
Monitor carrier safety ratings, insurance compliance, and on-road performance to mitigate risk and ensure partnership with only safe and reliable providers.
Work in close collaboration with the remarketing and acquisition teams to ensure a seamless and efficient logistics process for vehicles entering and exiting the fleet.
Assist in the development and management of the annual transportation budget, tracking actual expenditures against planned costs and explaining variances.

Secondary Functions

Support ad-hoc data requests and exploratory data analysis for strategic logistics projects.
Contribute to the organization's broader supply chain strategy and digital transformation roadmap.
Collaborate with business units to translate their vehicle movement needs into actionable logistics and transportation requirements.
Participate in sprint planning and agile ceremonies within the logistics and technology teams to drive system enhancements.

Required Skills & Competencies

Hard Skills (Technical)

High proficiency with Transportation Management Systems (TMS), such as TMW, McLeod, or other proprietary logistics platforms.
Strong working knowledge of DOT, FMCSA, and other relevant federal and state transportation regulations.
Demonstrated experience in freight rate negotiation, carrier sourcing, and ongoing relationship management.
Advanced skills in Microsoft Excel, including pivot tables, VLOOKUPs, and data analysis functions for reporting and optimization.
Experience with the process of documenting vehicle condition and managing damage claims with carriers and insurance providers.
Understanding of multi-modal transportation logistics, including Full Truckload (FTL), Less-Than-Truckload (LTL), rail, and ocean freight.
Ability to analyze logistics data to track Key Performance Indicators (KPIs) such as on-time delivery, cost-per-mile, and carrier performance.
Familiarity with vehicle auction platforms (e.g., Manheim, ADESA) and port logistics processes is highly desirable.

Soft Skills

Exceptional problem-solving and critical-thinking skills to navigate and resolve complex logistical challenges under pressure.
Superior organizational and time-management abilities, with a proven capacity to manage dozens of simultaneous shipments effectively.
Excellent verbal and written communication skills, essential for clear and professional interaction with drivers, carriers, and internal teams.
A high level of attention to detail and accuracy, particularly in relation to transportation documents and data entry.
Strong negotiation and influencing skills to secure favorable terms and resolve disputes with external partners.
A proactive and resourceful mindset with the ability to work independently and make informed decisions.
Adaptability and flexibility to thrive in a fast-paced environment with constantly changing priorities and unforeseen events.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED equivalent, coupled with significant relevant experience.

Preferred Education:

Bachelor’s Degree from an accredited college or university.

Relevant Fields of Study:

Supply Chain Management
Logistics & Transportation
Business Administration
Operations Management

Experience Requirements

Typical Experience Range:

3-5 years of direct experience in a logistics, transportation, or supply chain role.

Preferred:

Experience specifically focused on vehicle or high-value automotive asset transportation.
A proven track record of managing relationships with open-deck and enclosed auto carriers.
Direct experience working with automotive auctions, rental car companies, or OEM logistics.