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Key Responsibilities and Required Skills for Vehicle Transport Planner

💰 $55,000 - $85,000

LogisticsSupply ChainTransportationPlanningAutomotive

🎯 Role Definition

A Vehicle Transport Planner is the strategic linchpin in the logistics and supply chain network, specifically responsible for the efficient and cost-effective movement of vehicles. This role involves orchestrating the entire journey of vehicles from origin points—such as manufacturing plants, ports, or auction houses—to their final destinations, like dealerships, distribution centers, or end customers.

At its core, this position is a complex puzzle of balancing costs, delivery timelines, carrier capacity, and regulatory compliance. The planner utilizes sophisticated Transportation Management Systems (TMS), analytical insights, and strong negotiation skills to create optimized load plans and routes. They are proactive problem-solvers, acting as the central point of contact for carriers, drivers, and internal stakeholders to resolve any issues that arise in transit, ensuring a seamless and predictable delivery process. Success in this role directly impacts customer satisfaction, operational costs, and the overall efficiency of the supply chain.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Logistics Coordinator
  • Transport Administrator / Dispatcher
  • Supply Chain Analyst

Advancement To:

  • Senior Transport Planner / Logistics Team Lead
  • Transport or Logistics Manager
  • Carrier Relations Manager

Lateral Moves:

  • Supply Chain Planner
  • Fleet Manager
  • Logistics Analyst

Core Responsibilities

Primary Functions

  • Develop and execute daily, weekly, and monthly vehicle transport plans, strategically optimizing routes for maximum efficiency, cost reduction, and adherence to delivery windows.
  • Utilize Transportation Management Systems (TMS) and other planning software to tender loads, manage carrier assignments, and track shipments in real-time from dispatch to final delivery.
  • Continuously analyze and optimize vehicle loads to maximize capacity utilization, improve load factors, and minimize empty miles, directly impacting transportation costs.
  • Act as the primary liaison for a network of third-party carriers, building and maintaining strong professional relationships to ensure reliable capacity and service levels.
  • Proactively identify, troubleshoot, and resolve in-transit issues, including delays, vehicle damages, breakdowns, or documentation discrepancies, by coordinating with drivers, carriers, and customers.
  • Negotiate freight rates and service level agreements with new and existing carriers to secure competitive pricing and ensure alignment with company budget and performance goals.
  • Ensure all transportation activities are in strict compliance with Department of Transportation (DOT) regulations, hours-of-service (HOS) rules, and other relevant local, state, and federal laws.
  • Monitor, analyze, and report on key performance indicators (KPIs) such as on-time pickup/delivery, cost-per-mile, carrier performance, and transit times to drive continuous improvement.
  • Manage the complete lifecycle of a shipment, from initial order receipt and planning through to proof-of-delivery (POD) confirmation and freight audit.
  • Collaborate closely with internal departments, including sales, inventory management, and customer service, to align transportation schedules with production output and customer demand.
  • Conduct regular carrier performance reviews, providing constructive feedback and implementing corrective action plans as needed to maintain high service standards.
  • Prepare and maintain accurate shipping documentation, including Bills of Lading (BOLs), customs paperwork, and other required transport records.
  • Evaluate and recommend optimal transport modes (e.g., single-unit haul, multi-car carriers, rail) based on cost, urgency, and destination requirements.
  • Forecast future transport capacity needs and costs based on sales projections, seasonal trends, and market conditions to support strategic business planning.
  • Respond to and resolve customer and dealership inquiries regarding shipment status, estimated arrival times, and delivery coordination with a high degree of professionalism.

Secondary Functions

  • Support ad-hoc data requests and perform exploratory data analysis to identify trends and opportunities for logistical improvements.
  • Contribute to the organization's broader logistics strategy and roadmap by providing insights from daily planning operations.
  • Collaborate with IT and systems teams to test, implement, and provide feedback on upgrades or changes to the Transportation Management System (TMS).
  • Participate in sprint planning, daily stand-ups, and other agile ceremonies if operating within an agile logistics team structure.
  • Assist in the development and documentation of standard operating procedures (SOPs) for the transport planning department.
  • Support the freight audit and payment process by verifying carrier invoices against contracted rates and confirmed deliveries.
  • Participate in cross-functional projects aimed at improving overall supply chain efficiency, such as network redesign or new system implementations.
  • Assist in the onboarding and training of new transport coordinators or administrators, sharing knowledge of systems and processes.

Required Skills & Competencies

Hard Skills (Technical)

  • Transportation Management Systems (TMS): Advanced proficiency in using TMS platforms (e.g., OTM, MercuryGate, TMW) for planning, execution, and tracking.
  • Route Optimization Software: Experience with routing and mapping software (e.g., PC*MILER, FourKites) to plan efficient and compliant routes.
  • Data Analysis & MS Excel: Strong ability to analyze transportation data, create reports, and perform calculations using advanced Excel functions (VLOOKUPs, Pivot Tables).
  • Knowledge of Transport Regulations: In-depth understanding of DOT, FMCSA, and HOS regulations governing vehicle transportation in North America.
  • Geographical Knowledge: A strong understanding of major US, Canadian, and/or Mexican transportation lanes, hubs, and regional challenges.
  • Rate Negotiation: Proven ability to analyze market rates and effectively negotiate pricing and contract terms with carriers.

Soft Skills

  • Problem-Solving: Exceptional ability to think critically and creatively to resolve complex logistical challenges under pressure.
  • Communication: Excellent verbal and written communication skills for clear and concise interaction with drivers, carriers, and internal teams.
  • Attention to Detail: Meticulous approach to planning, documentation, and data entry to ensure accuracy and prevent costly errors.
  • Time Management & Prioritization: Ability to manage multiple shipments, deadlines, and competing priorities effectively in a fast-paced environment.
  • Adaptability: Flexibility to adjust plans and strategies in response to unforeseen events like weather, traffic, or equipment failures.
  • Interpersonal Skills: Strong ability to build and maintain positive, collaborative relationships with a diverse group of stakeholders.

Education & Experience

Educational Background

Minimum Education:

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

Preferred Education:

  • Bachelor's Degree from an accredited university or college.

Relevant Fields of Study:

  • Supply Chain Management
  • Logistics & Transportation
  • Business Administration

Experience Requirements

Typical Experience Range:

  • 2-5 years of direct experience in a transportation planning, logistics coordination, or dispatch role.

Preferred:

  • Experience specifically within the finished vehicle logistics (FVL), car hauling, or automotive supply chain sector is highly desirable.
  • Demonstrated experience managing relationships with a diverse portfolio of asset-based carriers and freight brokers.
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