Vehicle and Logistics Manager

Position – Vehicle and Logistics Manager  

Location – Silverstone, UK – Hybrid working  

Term – Full-time, employed 

Salary – Dependent on experience  

About Us 

Ignition Collective is a forward-thinking sports and entertainment marketing agency that does brilliant things, together. We specialise in delivering exceptional marketing and client service solutions, building partnerships that inspire creativity and drive real results across sport, entertainment, and special projects. We’re passionate about igniting ideas and fuelling possibilities, bringing energy, innovation, and impact to everything we do. 

The Role  

Help keep us moving. As Vehicle and Logistics Manager at Ignition Collective, you will manage the vehicles and logistics that support our marketing and activation services for a number of motorsport programmes. 

You will oversee the safe, efficient and strategic movement of vehicles supplied by our client who is an automotive manufacturer (OEM) or programme partners to meet agreed marketing and event needs. From client fleet requests and media loans to international freight and show car preparation, you will own the operational detail across each vehicle’s journey, including agreements, insurance coordination, handovers, storage and returns. 

Working closely with the account, hospitality and events teams, client fleet contacts and specialist suppliers, you will turn programme requirements into clear vehicle and logistics plans. This is a hands-on role for someone who combines meticulous organisation with practical problem-solving and calm judgement when plans change. 

Based in Silverstone with hybrid working, you will support delivery across the race season, including race weekends and events. If you enjoy making complex logistics run smoothly and want to play a vital part in bringing ambitious motorsport programmes to life, this is an opportunity to make your mark at Ignition. 

Key Responsibilities 

Vehicle Requests Fleet Allocation and Scheduling 

• Plan vehicle requirements with the account and events teams, covering marketing, activation, hospitality, guest transport, content shoots and operational use within the agreed scope 

 Liaise directly with the client on requests and any costs that may be incurred  

• Request and secure vehicles through client markets and fleets, confirming availability, specifications, quantities, loan periods and authorised use 
• Manage vehicle allocation and loan schedules for drivers, team members, journalists, influencers and VIP customers, aligning availability with programme priorities to maximise opportunities for positive media coverage and return on investment (ROI) 
• Coordinate vehicle deliveries, collections, handovers and transfers between locations, events, tracks and regional hubs, ensuring vehicles are available when required 
• Manage changes to vehicle requirements and resolve availability conflicts, escalating risks and proposing practical alternatives 
• Maintain a central vehicle register, recording vehicle details, allocation, location, custodian, mileage, condition and return dates 

Vehicle Preparation and Maintenance 

• Coordinate pre-delivery inspections (PDIs), deep cleaning and vehicle preparation so every car arrives in showroom condition and ready for its agreed use 
• Schedule servicing, MOTs where applicable and repairs with fleet contacts and approved suppliers, ensuring work is completed before deployment 
• Confirm fuelling or charging, equipment and presentation checks before handover, and resolve defects or readiness issues promptly 

Vehicle Documentation and Bailments 

• Coordinate bailment and vehicle loan agreements with the client and relevant specialists, securing authorised signatures before release or use 
• Maintain complete records of agreed loan terms, permitted use, approved drivers, territories, responsibilities and return conditions 
• Prepare and retain vehicle handover and return records, including condition reports, photographs, mileage, keys and accompanying equipment 
• Prepare accurate vehicle information packs and specification sheets, ensuring the required registration, permission and transport documents accompany each vehicle movement 
• Complete and record required vehicle compliance checks, including insurance records and outstanding approvals, and track document expiry dates before vehicles move or are used 

Insurance and Risk Coordination 

• Confirm insurance requirements with client fleet teams, brokers or insurers for the intended use, drivers, territories and loan periods 

Obtain and record confirmation of appropriate cover for vehicle use, transport, storage and display, including relevant limitations, excesses and exclusions 

• Check that required insurance approvals are in place before vehicles are released, moved or used, escalating any gaps to the appropriate decision-makers 
• Coordinate incident reporting and claims documentation, preserving records and notifying the client, agency and insurers through agreed procedures 

Shipping and Freight 

• Plan domestic and international vehicle movements against the programme calendar, allowing for loading, transit, clearance and event access 
• Brief and coordinate specialist vehicle transporters, freight forwarders and shipping agents, agreeing routes, schedules, handling standards and delivery responsibilities 
• Coordinate the required customs and temporary import or export documentation with specialist agents and client contacts 
• Track shipments and confirm receipt, keeping stakeholders informed and resolving delays or changes with suppliers 
• Plan loading, unloading and onward movements, including appropriate equipment, secure handling and contingency arrangements 

Show Car Management 

• Manage show car availability, bookings and deployment across agreed activations, displays and events 
• Maintain show car condition, presentation and readiness, coordinating cleaning, repairs and approved branding with the relevant specialists 
• Arrange secure transport, storage, installation and removal, confirming venue access, display requirements and handling arrangements 
• Brief onsite teams on safe handling, permitted use, security and guest interaction requirements 
• Maintain an inventory of show car equipment, display materials, spares and accessories, completing checks before and after each deployment 

Event and Onsite Support 

• Attend launch events, dynamic drives, motor shows and programme activations as the main onsite logistics and vehicle contact 
• Coordinate onsite vehicle movements, parking, staging, handovers and returns with event teams, venues and suppliers 
• Support journalists, influencers and VIP guests professionally, providing clear vehicle information and resolving logistics queries promptly 

Planning Budgets and Reporting 

• Maintain integrated vehicle and logistics schedules, budgets and trackers, with clear owners, deadlines and approval records 
• Track fuel, damage, repair and other vehicle logistics costs, manage approved supplier expenditure and support purchase orders, invoice checks and reconciliations 
• Coordinate with the account and events teams on changing requirements, identifying additional costs and securing approval before committing expenditure 
• Produce weekly and monthly performance and KPI reports for internal teams and clients, covering fleet utilisation, loan activity, delivery performance, vehicle condition, incidents and costs, and use findings to improve future planning 

Systems and Digital Skills 

• Strong administrative skills and proficiency in Microsoft Office, particularly Excel, Outlook and Teams, to manage schedules, budgets and accurate vehicle records 
• Confident using fleet management software and logistics or project management systems to track assets, movements and documentation 

Essential Experience and Skills 

• A background in automotive PR, fleet operations or logistics coordination, with experience managing multiple vehicles and time-critical movements 
• Experience requesting and managing vehicles through fleet teams, client markets or comparable vehicle providers 
• Experience managing vehicle loan or bailment paperwork, handover records and insurance coordination 
• Experience coordinating transport and freight suppliers, including international movements and associated documentation 
• Strong organisation, attention to detail and the ability to maintain accurate records across competing deadlines 
• Confident, professional communication and the ability to work with high-profile media guests, press contacts, clients, suppliers and onsite teams 
• Commercial awareness and experience managing supplier costs and working within approved budgets 
• Practical problem-solving skills and the ability to remain calm when requirements or schedules change 
• Ability to undertake international travel (if required) and support events, including evenings and weekends when required 
• Full, clean UK driving licence 

Desirable Experience 

• Experience supporting automotive marketing, motorsport, events or premium hospitality programmes 
• Experience managing show cars, display vehicles or other high-value automotive assets 
• Knowledge of endurance racing and the practical demands of an international race calendar 

What You Will Get from Us  

• Impactful Career - grow your career and make an impact in a supportive, innovative, inclusive, and fun workplace  
• Flexible hybrid work policy - 3 days in, 2 days’ work from home model that supports work-life balance   
• 25 days holiday allowance, plus bank holidays  
• Wellness days – two wellness days per annum   
• Your birthday off   
• Pirkx - access to wellbeing discounts and perks    
• Weekly health and wellbeing coaching sessions   
• Professional Development – committed to your growth through training programmes 
• Pension Plan   
• Staff recognition programme  
• Team socials to connect and celebrate  
• Charity Partnership - we support a new charity each year  
• On-site parking and public transport options  

Why Join Us?  

At Ignition, you will play a key role in delivering the vehicle and logistics operation behind an international motorsport marketing and activation programme. You will have the opportunity to take ownership, work with specialist partners and see your planning come to life at race weekends and events around the world, within a collaborative and growing agency.