Fleet Receptors

JOB DESCRIPTION: FLEET RECEPTOR

Project: Provision of
Third-Party Contract for Repair, Maintenance and Fleet Management Services

1. Job Purpose

To receive and document
vehicles and fleet equipment presented for maintenance, inspection, repair or
other fleet-related services. The Fleet Receptor serves as a coordination point
between vehicle users, fleet management and workshop personnel, ensuring that
vehicle handovers, reported faults and service requests are accurately recorded
and communicated.

2. Key Responsibilities

A. Vehicle and Equipment
Reception

• Receive
  vehicles and equipment brought to the workshop or designated service
  point.
• Record
  vehicle identification details, registration numbers, mileage or operating
  hours, and the reported reason for presentation.
• Document
  the condition of vehicles and equipment at the point of receipt.
• Record
  any visible damage, missing items or other observations and escalate
  discrepancies.
• Confirm
  the relevant handover documentation is completed.

B. Inspection and Fault
Reporting

• Record
  faults and defects reported by drivers, operators or vehicle users.
• Coordinate
  initial inspections with the relevant technical or workshop personnel.
• Ensure
  reported defects are documented accurately for assessment and follow-up.
• Refer
  safety-critical defects or concerns to the appropriate supervisor before
  the vehicle is returned to service.

C. Workshop and Fleet
Coordination

• Coordinate
  with fleet management and workshop personnel regarding vehicles received
  for servicing or repair.
• Communicate
  vehicle status and service requirements to the relevant teams.
• Follow
  up on inspection outcomes, maintenance progress and outstanding service
  requests.
• Support
  the handover of completed vehicles to authorised users or fleet
  representatives, subject to the required release checks.

D. Records and Documentation

• Maintain
  accurate records of vehicles received, inspected, transferred and
  released.
• Ensure
  inspection forms, job cards, handover records and supporting documents are
  completed and filed appropriately.
• Update
  relevant fleet or workshop tracking records as required.
• Report
  discrepancies, incomplete documentation and outstanding cases to the
  supervisor.

E. Health, Safety and
Compliance

• Follow
  applicable workshop safety procedures and site access requirements.
• Ensure
  vehicles are handled and parked in designated areas during reception and
  handover.
• Report
  incidents, damage, unsafe conditions and other irregularities promptly.
• Observe
  applicable client and contractor procedures for vehicle custody,
  inspection and release.

F. Reporting and Follow-Up

• Prepare
  routine summaries of vehicles received, pending inspection, under
  maintenance and released.
• Track
  outstanding documentation and unresolved vehicle reception issues.
• Provide
  accurate information to fleet management and workshop supervisors when
  requested.

3. Qualifications and
Experience

Relevant experience in vehicle
reception, fleet administration, transport operations, workshop administration
or vehicle inspection would be useful for this role.

4. Required Skills and
Competencies

• Accurate
  record-keeping and documentation.
• Good
  communication and coordination skills.
• Attention
  to detail when recording vehicle condition and reported defects.
• Basic
  understanding of vehicle maintenance and workshop processes.
• Computer
  literacy and ability to maintain fleet or workshop records.
• Organisation,
  follow-up and problem-solving skills.
• Commitment
  to safety, accountability and proper vehicle handover procedures.

5. Working Relationships

• Fleet
  Manager and fleet operations personnel.
• Workshop
  Manager, mechanics and inspection personnel.
• Drivers,
  operators and vehicle users.
• Relevant
  site or sector supervisors.

6. Expected Outputs

• Complete
  and accurate vehicle reception and handover records.
• Timely
  communication of reported defects and service requests.
• Reliable
  tracking of vehicles awaiting inspection, repair or release.
• Proper
  documentation of vehicle condition and custody.
• Effective
  coordination between fleet operations and workshop teams.

How to Apply: Interested

and qualified candidates should submit their CV via email to: rmbugua@raints.com