VIP Logistics Manager
Role Summary
The VIP Logistics Manager is the primary driver for the delivery performance of the Vehicle Prep Service (VPS) Logistics Service that accomplishes organizational goals by transporting, supervising and maintaining accountability of VIP delivery drivers, tracking and reducing logistical expenses and exploring opportunities to improve department efficiency.
Department
VIP Distributing Co.
Reports To
General Manager / Operations Manager
Position Type
Full-Time
Est. Weekly Hours
40+/hrs
Key Functions
Core
- – Responsible for hiring, training, and supervising VIP delivery drivers and certain logistical warehouse staff
- – Ensure effective use of time, materials, and assets are deployed by VIP drivers.
- – Effectively schedule VIP Drivers to transport vehicles to and from Network/Customer logistic sites.
- – Prioritize and communicate regular updates to drivers and logistics staff regarding safety issues, process changes, and other relevant information
- – Ensure customer expectations are met and take effective and immediate action to resolve any logistical issues that occur
- – Effectively use Recon Velocity to track and maintain department productivity and create and implement improvements
- – Effectively use Recon Velocity software to route, deploy, and track vehicles accurately, and in the most cost-effective manner
- – Ensure that all VIP drivers adhere to state DOT guidelines and procedures
On-Going Proficiency Training
- – Maintains professional and technical knowledge by participating in formal training sessions, on–the–job coaching, attending workshops, on-line webinars, and reading manufacturer’s bulletins and industry publications to enhance skills and stay current with rapidly changing technology
Performance
- – Support and adhere to all standards and operational policies of VIP Distributing Co.
- – Demonstrate flexibility and agility as demands change and require realignment of strategy and focus
- – Demonstrate ongoing openness to receive developmental feedback while maintaining a positive mindset
- – Maintain a positive culture within VIP Distributing Co. that promotes employee productivity, innovation, and longevity, and enhances trust and respect of our customers
- – Regularly and consistently meet or exceed goals and objectives related to delivery timeliness, accuracy, and cost efficiency
- – Maintain high customer satisfaction ratings
- – Consistently analyze, review, and improve logistics processes to keep up with changing market conditions
Administrative
- – Communicate goals and objectives to logistics teams, explain action plans and processes, and assign individual tasks and goals
- – Regularly monitor, train, and coach VIP drivers to improve customer satisfaction and efficiency
- – Perform regular written and verbal performance evaluations for all VIP drivers and logistics staff
- – Periodically review, analyze, and modify department processes as required, to assure continued improvement in performance, productivity, and customer satisfaction
- – Resolve disputes and customer issues quickly and efficiently
- – Ensure understanding and enforce adherence to company policies with regard to company provided vehicles, expense and mileage records, timekeeping and time off, and safety procedures
Inter-departmental Support
Warehouse Operations – Communicates with appropriate Accessory Managers, General Manager, Operations Manager if information is needed to respond to customer questions or concerns.
Accounting Department – Communicates processes for expense reimbursement, fuel card use, maintenance costs, etc.
Human Resources Department – Communicates with HR Manager with all aspects of hiring, on-boarding, disciplinary action, performance evaluation, pay increases, and termination of employees within the logistics department.
Sales Department – Proactively works with dealership sales managers to resolve any transport delays, obstacles, and dealership processes that may potentially result in customer dissatisfaction.
Key Competencies
Intra- and Interpersonal
- – Consistently models and reinforces ethical behavior in self and others
- – Earns others’ trust and respect through consistent honesty and professionalism in all interactions
- – Consistently remains open to receive and learn from ongoing developmental feedback and maintain a positive mindset
- – Consistently provides a balance of positive and negative developmental feedback and promotes engagement and growth among employees
- – Respects and maintains confidentiality, does the right thing even when it is difficult, does not yield to pressure to show bias or manipulate others
- – Takes ownership of team successes as well as failures
- – Shows a sense of urgency about getting results
- – Able to make tough decisions for the good of the organization, despite what is popular
- – Consistently seek ways to improve self and others
- – Sets measurable goals for self and team, and openly and honestly shares results
- – Regularly rewards excellent performance and corrects poor performance among team members
- – Demonstrates a high level of service delivery
- – Does what is necessary to ensure customer satisfaction
- – Deals with service failures and prioritizes customer
- – Resilience to maintain a customer focused, positive mindset, despite obstacles, conflicting agendas, and changing priorities
- – Gains member satisfaction and loyalty
- – Demonstrates a high level of service delivery
- – Does what is necessary to ensure customer satisfaction
- – Deals with service failures and prioritizes customer needs
- – Resilience to maintain a customer focused, positive mindset, despite obstacles, conflicting agendas, and changing priorities
- – Gains member satisfaction and loyalty
- – Demonstrates the ability to convey thoughts, express ideas, and present information effectively through the spoken or written word, whether face to-face or via use of technology tools such as phones and computers
- – Checks for understanding of the communication by asking open-ended questions that draw out the listener’s understanding
- – Effectively follows up with team members to assure that instructions and procedures have been clearly understood and are implemented properly
- – Promotes cooperation and commitment within the team to achieve goals and deliverables;
- – Ensures joint ownership of goal setting, commitments, and accomplishments;
- – Involves everyone on the team and encourages team unity through sharing information and expertise, working together to solve problems and putting team success first;
- – Knows and supports teammates’ work and deliverables;
- – Helps teammates who need or ask for support or assistance.
- – Remains open-minded and is able change position on the basis of new information, perform a wide variety of tasks, and quickly change focus as demands change
- – Transitions effectively from task to task and easily adapts to varying customer needs
- – Responds to change quickly; changes personal, interpersonal, and professional behavior quickly based on the needs of a customer or situation
- – Openness to work with, support, learn from, and challenge team members in a constructive way
- – Re-evaluates decisions when presented with new information, readily integrates changes into work processes and outputs
- – Establishes a systematic course of action to ensure accomplishment of specific objectives
- – Determines priorities and allocates time and resources effectively
- – Sets priorities with an appropriate sense of what is most important and realistically anticipates obstacles
- – Tracks progress and completion of activities to accomplish stated objectives
- – Develops systems to organize workflow to ensure quality accuracy and timeliness of output
- – Employs analytical abilities, using a logical systematic and sequential approach to resolve problems in a variety of contexts
- – Uses skillful questioning to draw out specific information needed to clarify the situation and identify root causes of problems
- – Gathers, organizes and analyzes information to assess the situation
- – Probes multiple sources for possible solutions
- – Develops and evaluates alternative courses of action
- – Takes responsibility for actions and outcomes and persists despite obstacles
- – Gives long hours to the job
- – Demonstrates dependability in difficult circumstances
- – Shows a sense of urgency about getting results
- – Diligently attends to details and pursues quality in accomplishing tasks
- – Follows detailed procedures and ensures accuracy in documentation and data
- – Checks work to ensure accuracy and completeness
- – Organizes and maintains a system of records; provides information in a useable form and on a timely basis to others who need to act on it
- – Shows up for work early, gives, as well as follows instructions, enforces and follows policies and procedures; expects and meets productivity standards, enforces and keeps deadlines and work schedules.
- – Stays focused on tasks in spite of distractions and interruptions
- – Makes the best use of available time and resources
- – Balances quality of work with meeting deadlines
- – Does not make excuses for errors or problems; acknowledge and correct mistakes
- – Does not diffuse blame for not meeting expectations; faces up to problems with people quickly and directly
- – Understands and learns from what others have to say
- – Allows others to speak without unnecessary interruption
- – Asks clarifying questions that elicit clearer, more detailed information
- – Confirms understanding by paraphrasing or summarizing what others have said
- – Uses mathematical techniques to calculate data or solve practical problems
- – Utilizes data effectively to convey opportunity or performance measures
- – Effectively communicates in terms of real numbers in order to engage interest and build trust
- – Performs work in a safe manner at all times
- – Avoids shortcuts that increase health and safety risk to self or others
- – Checks for and reports potential hazards or breaches of security plans while in the workplace or in the field
- – Responds positively to safety-oriented feedback
- – Encourages and supports others to be safe while at work
- – Understands and uses different technology tools to increase productivity and improve efficiencies
- – Demonstrates a solid working knowledge of basic computer systems, software applications and internet tools applicable to his/her work
Knowledge
- – Good comprehension of automotive dealership processes, roles, functions, and trends
- – Maintains expert knowledge of state and local DOT regulations, laws, and requirements regarding the transportation of goods throughout the ADI service area
- – Understanding of inventory control management in an automated environment
- – Understands principles of marketing, business management, sales, and leadership
- – Ability to collect, read, and understand raw data and transpose to create useful trend reports
- – Familiarity with financial processes and terminology, as well as general car business acronyms
- – Familiarity with and being able to use different outlets of communication including but not limited to phone calls, emails, text messages, etc. – level of communication skills should be superior with typing, writing, and speaking being fluent and professional
Experience
- – Demonstrated track record of success for at least two (2) years in a shipping or logistics management, or business operations role
- – Experience in an automotive dealership preferred, but not required
Skills
- – Disciplined daily record keeping and reporting expertise
- – Ability to motivate and lead a team to achieve ever changing goals
- – Technology savvy
- – Capability to work with multiple software programs including but not limited to Microsoft Teams, GoTo Meeting, Gmail, Google Drive, Excel, Microsoft Office etc.
- – Good command of basic math skills
- – Strong “customer serving” mindset
- – Initiative-driven self-starter who can balance multiple priorities, organize workload and meet deadlines in a fast-paced, results driven environment
- – Self-motivated and able to work effectively with minimal supervision
- – Solid organizational skills and attention to detail
- – Professional, polite and persuasive phone, e-mail, writing and interpersonal communication skills
- – Strong listening, interpreting, written and verbal communication skills
- – Ability to manage and diffuse difficult or emotional customer situations, speaking clearly and persuasively in positive or negative situations
- – Strong leadership and management skills
- – Ability to identify market trends as they develop and formulate action plans to take advantage of or avoid obstacles
- – Professional appearance and work ethic
Education
Required
- – High school diploma or GED
- – Valid Driver’s License and acceptable MVR
- – Good driving record
Preferred
- – Professional business management training and certification
- – Awards or citations for excellent job performance
Job Readiness Training
Role-specific training will include but not be limited to:
Coordinated travel with peers within the Automotive Network – gain insight from other markets and learn best practices and habits from some of the best performing Operations Managers in the network.
On-The-Job Training – delivered under the guidance of the General Manager, Operations Manager, and other leaders in the organization, learn current organizational processes, policies, and expectations for your role.
Performance Management
The most important objective of this role is the supervision and motivation of VIP Shuttle Drivers, delivery drivers, and logistical staff, working with Network Sales Managers and other VIP managers to create cohesive processes, and maintain an excellent business relationship.
Regular performance evaluations will be performed in order to track progress to achieving outcomes and to provide constructive feedback.
Regular operations meetings are conducted to provide information and opportunity for the exchange of ideas and to provide feedback to other VIP departments and to VIP Management.
KPI’s Include
- – Drivers regularly meet deadlines, delivering orders accurately to a maximum number of customers without overtime or other inflated costs
- – High level of customer satisfaction
- – Timeliness and accuracy of relevant paperwork and reports
- – Maintain compliance with regard to timely employee evaluations, vehicle fleet maintenance, and completion of assigned projects.
Disclaimer
The information contained in this Role Description is designed to include a comprehensive presentation of accountabilities, responsibilities, and activities that are deemed to be critical to the successful performance of this role. This listing is not necessarily all inclusive and is subject to change at any time and with or without notice, based on the current or changing needs of the business.
Affirmative Action Plan /Equal Opportunity Employer
In order to provide equal employment and advancement opportunities to all individuals, employment decisions within the company will be based on merit, qualifications, and abilities. The Lou Fusz Automotive Network, or any of its affiliates, does not discriminate in employment opportunities or practices on the basis of sex, race, color, creed, religion, gender identity, transgender status, sexual orientation national origin, marital status, age, disability genetic information, or any other characteristic protected by law.
The Lou Fusz Automotive Network will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship. This policy covers all aspects of employment, including selection, job assignment, compensation, discipline, termination, and access to benefits and training.
If you have a question or concern about any type of discrimination in the workplace, you are encouraged to bring the issue to the attention of Human Resources. At The Lou Fusz Automotive Network, be assured that you can raise concerns and make reports without fear of reprisal. Further anyone found to be engaging in any type of unlawful discrimination will be subject to disciplinary action up to and including termination of employment.
At-Will Statement
The information contained in this Role Description is not an employment contract and is not intended to create contractual obligations of any kind. Employment at The Lou Fusz Automotive Network is based on mutual consent and is “at- will” which means that you are free to resign at any time with or without cause or advance notice. Likewise, The Lou Fusz Automotive Network reserves the same rights and may terminate your employment at any time, with or without cause or advance notice provided that any applicable State or Federal law is not violated.