Vehicle Ordering Specialist

Job Description

Job Description

Job Title: Vehicle Ordering Specialist

Industry: Fleet Management

Location (city, state): Itasca, IL

Assignment Type: Direct Hire

Pay: $53,000 - $55,000 / year

Work Schedule: Monday–Friday, 9:00 AM–6:00 PM; 100% in office

Benefits: This position is eligible for medical, dental, vision, and 401(k).

About The Company:

Our client is an established organization within the fleet management industry, supporting vehicle acquisition, ordering, delivery coordination, and fleet operations. The team works closely with manufacturers, dealerships, vendors, and internal departments to ensure vehicles are ordered accurately and delivered efficiently.

Job Description:

The Vehicle Ordering Specialist will manage the vehicle procurement process from factory order through delivery while maintaining relationships with manufacturers and dealership partners. This position combines order management, vendor communication, pricing negotiations, reporting, and logistics coordination.

The ideal candidate has hands-on experience in fleet management, automotive sales, vehicle rental, dealership operations, or a related environment. This is a highly communication-driven role with significant daily phone and email activity, so strong follow-through, organization, and customer service skills are essential.

Key Responsibilities:

• Process factory vehicle orders promptly and verify that specifications, pricing, and manufacturer requirements are accurate
• Communicate with manufacturer contacts regarding production timelines, vehicle configurations, availability, and order updates
• Review recurring reports to identify order discrepancies, exceptions, and potential delays
• Contact dealerships to negotiate delivery-related pricing and establish competitive rates
• Select and coordinate dealerships responsible for vehicle deliveries
• Identify appropriate dealers for surplus or unassigned vehicles and arrange transportation or delivery logistics
• Maintain accurate license, title, registration, and plate-related information
• Provide internal teams with updates regarding order status, estimated delivery dates, manufacturer changes, equipment, and pricing
• Work within manufacturer systems to enter orders, make corrections, track vehicles, and monitor inventory
• Identify opportunities to improve processes, reduce costs, and increase efficiency
• Participate in weekly delivery meetings and provide cross-functional support
• Handle frequent inbound and outbound calls and emails with dealerships, customers, vendors, drivers, and internal teams
• Cross-train with other team members to provide departmental coverage when needed
• Assist with special projects and other operational responsibilities as assigned

Qualifications:

• 3+ years of experience in fleet management, vehicle acquisition, automotive sales, dealership operations, vehicle rental, or a similar field
• Bachelor's Degree preferred
• Strong proficiency with Microsoft Office applications
• Experience using CRM systems or other business software
• Strong understanding of basic business mathematics, including percentages, discounts, and general calculations
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple priorities in a fast-moving environment
• Self-directed, resourceful, and capable of independently researching and resolving issues

Additional Details:

• 100% onsite position
• Monday–Friday, 9:00 AM–6:00 PM
• Business casual dress environment
• Expected start date is within approximately two weeks of accepting an offer
• Small, collaborative team environment

Perks:

• Training provided, excellent benefits and PTO package
• Exposure to multiple major vehicle manufacturers and dealership networks
• Hands-on training across vehicle ordering and delivery operations
• Opportunity to contribute ideas for process improvements and cost savings

Addison Group is an Equal Opportunity Employer. Addison Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state and local laws. Addison Group complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. Reasonable accommodation is available for qualified individuals with disabilities, upon request.