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Key Responsibilities and Required Skills for Vehicle Transport Coordinator

💰 $40,000 - $65,000

LogisticsTransportationFleet ManagementSupply ChainOperationsDispatch

🎯 Role Definition

The Vehicle Transport Coordinator manages end-to-end vehicle movement and logistics activities across dealer networks, auction houses, rental fleets, and OEM operations. This role is responsible for carrier procurement and scheduling, tracking and tracing vehicles in transit, coordinating inbound/outbound delivery appointments, ensuring regulatory and safety compliance, managing claims and damage reporting, reconciling invoices and bills of lading, and delivering timely status communication to internal stakeholders and external customers. Success in this role requires a mix of operational execution, relationship management, attention to detail, and continuous process improvement to reduce transit times and cost while preserving vehicle condition.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator
  • Dispatch Assistant
  • Transportation Analyst

Advancement To:

  • Senior Vehicle Transport Coordinator
  • Fleet Logistics Manager
  • Transportation Manager
  • Carrier Procurement Manager

Lateral Moves:

  • Import/Export Specialist (Automotive)
  • Dealer Operations Coordinator
  • Claims & Damage Analyst

Core Responsibilities

Primary Functions

  • Coordinate daily scheduling and dispatch for vehicle pick-ups and deliveries with carriers, auto transporters, ro-ro operators, and local tow providers to meet customer delivery windows and dealer appointment times.
  • Source, vet, and contract with third-party carriers and drivers, negotiating rates and service terms while maintaining a preferred carrier list to optimize cost and service quality.
  • Manage and execute outbound and inbound vehicle movements across regional lanes, including dealer-to-dealer transfers, auction logistics, lease returns, and dealer deliveries.
  • Utilize Transportation Management Systems (TMS) and track-and-trace/GPS tools to monitor vehicle locations in real-time, proactively identify delays, and escalate exceptions to stakeholders.
  • Create, review, and validate all shipping documentation including bills of lading, waybills, vehicle condition reports, title/registration paperwork, and customs documentation for cross-border shipments.
  • Perform pre- and post-move vehicle condition documentation and photograph evidence, coordinating with drivers and receiving sites to record damages and exception notes accurately.
  • Open, manage, and resolve claims for vehicle damage, loss, or delay; liaise with carriers, insurers, dealerships, and internal claims teams to expedite investigations and settlements.
  • Reconcile carrier invoices against contracts, bill of lading records, and TMS data; process discrepancies, credits, and adjustments in coordination with accounts payable.
  • Communicate proactively with dealers, customers, ports, and corporate stakeholders to provide timely status updates, estimated arrival times (ETAs), and exception resolutions.
  • Plan and optimize routes and consolidation strategies to reduce empty miles, improve asset utilization, and lower overall transportation costs while maintaining service levels.
  • Ensure compliance with DOT, state, and local transportation regulations, including driver hours-of-service, vehicle securement rules, hazardous materials (if applicable), and licensing requirements.
  • Schedule port appointments, coordinate roll-on/roll-off (RoRo) operations, and manage the logistics of export/import vehicle shipments including customs clearance coordination.
  • Maintain detailed records in the TMS and internal databases of vehicle movements, carrier performance, damage reports, and invoice history for auditability and KPI reporting.
  • Monitor and report on key performance indicators (KPIs) such as on-time delivery rate, damage rate, carrier OTP (on-time performance), average transit time, and cost per move.
  • Conduct regular carrier performance reviews and compliance audits, removing underperforming vendors and onboarding new transport partners based on performance metrics and safety audits.
  • Coordinate special moves for oversized, high-value, or dealer-required metallization and preparation, ensuring securement, insurance coverage, and appropriate handling instructions.
  • Support auction inventory flows by coordinating bulk lots, scheduling multiple vehicle pickups, and optimizing carrier loads to meet auction timelines.
  • Manage appointment setting and gate scheduling for dealer deliveries and pick-ups, aligning with dealer receiving windows and internal release processes.
  • Lead root-cause analysis and continuous improvement initiatives to reduce damage incidents, shorten dwell time, and simplify paperwork processes utilizing Six Sigma or LEAN principles where applicable.
  • Provide cross-functional support to sales, operations, inventory planning, and customer service teams by translating transport constraints into actionable operational plans.
  • Train and mentor junior coordinators and dispatch staff on TMS usage, carrier communication standards, documentation workflows, and escalation protocols.

Secondary Functions

  • Maintain and update standard operating procedures (SOPs), carrier onboarding checklists, and compliance documentation for the transport organization.
  • Assist with annual audits, insurance renewals, and carrier safety reviews to maintain contractual and regulatory compliance.
  • Support ad-hoc reporting requests and build weekly operational dashboards for leadership reviewing transit exceptions, carrier spend, and capacity constraints.
  • Participate in continuous improvement projects to automate manual workflows and integrate new TMS features or third-party telematics providers.
  • Coordinate with maintenance teams and storage facilities to schedule vehicle pre-delivery inspections (PDI), reconditioning, or temporary storage when required.
  • Act as back-up dispatcher during peak cycles and outages to ensure uninterrupted coordination of vehicle movements.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management System (TMS) proficiency — experience with systems like McLeod, TMW, Transporeon, or proprietary dealer logistics platforms.
  • Carrier sourcing and rate negotiation experience specifically for auto transport, open and enclosed carriers, and brokered transport.
  • Track-and-trace and GPS fleet monitoring systems experience to provide real-time updates and exception management.
  • Strong Excel skills including vlookups, pivot tables, and data cleansing for invoice reconciliation and KPI analysis.
  • Knowledge of DOT, FMCSA, and state regulatory requirements related to vehicle transport, driver HOS, and securement.
  • Documentation management: bills of lading, condition reports, titles, registration, and customs paperwork for cross-border shipments.
  • Invoice reconciliation and freight payment processes with exposure to AP workflows and chargeback management.
  • Claims handling and damage assessment processes, including evidence collection, estimate coordination, and insurer engagement.
  • Route planning and load optimization techniques to maximize efficiency and reduce empty miles.
  • Familiarity with customer relationship tools (CRM), dealer portal systems, and EDI integrations for automated status updates.
  • Basic understanding of vehicle handling procedures, pre-delivery inspection (PDI) requirements, and vehicle securement standards.

Soft Skills

  • Clear, professional communication with dealers, carriers, drivers, and internal stakeholders (written and verbal).
  • Strong negotiation skills to secure favorable carrier rates and service terms while maintaining quality.
  • Acute attention to detail for documentation accuracy, damage reporting, and invoice reconciliation.
  • Problem-solving and escalation management to resolve delays, claims, and service gaps quickly.
  • Time management and the ability to prioritize in a high-volume, time-sensitive operational environment.
  • Customer-centric mindset with a focus on delivering timely updates and positive dealer experiences.
  • Adaptability and resilience to manage peak seasons, weather disruptions, and sudden capacity constraints.
  • Collaborative team player who partners with procurement, claims, operations, and finance teams.
  • Analytical mindset to interpret KPI trends and propose tactical improvements.
  • Leadership and coaching ability to mentor junior coordinators and influence cross-functional teams.

Education & Experience

Educational Background

Minimum Education:

  • High school diploma or GED required.

Preferred Education:

  • Associate's or Bachelor’s degree in Supply Chain Management, Logistics, Business Administration, or related field preferred.

Relevant Fields of Study:

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

Experience Requirements

Typical Experience Range:

  • 1–5 years of experience in transportation coordination, auto logistics, fleet operations, or carrier dispatching.

Preferred:

  • 3+ years coordinating vehicle transport in automotive retail, auction, rental fleet, or OEM logistics environments with hands-on TMS and carrier management experience.
  • Prior exposure to cross-border vehicle movements, DOT compliance, invoice reconciliation, and damage claims process.
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