Helpdesk & Fleet Administrator

Company Profile

CBRE's Global Workplace Solutions delivers end-to-end facilities management, engineering services, project management, and workplace support. Our teams combine technical expertise with a commitment to service excellence, innovation, and compliance. Through our engineering talent, digital tools, and focus on ESG and sustainability, CBRE helps clients reduce risk, drive performance, and enhance the workplace experience for their people.

Job Title: Fleet Administrator & Helpdesk Coordinator

CBRE Global Workplace Solutions is a leading global provider of integrated facilities and corporate real estate management. We are recruiting a Fleet Administrator & Helpdesk Coordinator to join the team located in Southampton.

We are looking for a proactive and organised Helpdesk & Fleet Coordinator to join our team. This is a varied role combining facilities helpdesk coordination with fleet administration, supporting the smooth day-to-day operation of our contract, including financial processing.

You'll act as a key point of contact for service requests while also ensuring our fleet remains compliant, well-maintained, and efficiently managed.

Role Summary:

Fleet Administration

• Maintain fleet records including servicing, MOTs, and compliance documentation
• Coordinate vehicle servicing, repairs, and inspections
• Liaise with suppliers and leasing providers
• Track mileage, fuel usage, and fleet performance
• Support driver compliance and documentation checks
• Assist with incident reporting and insurance processes

Helpdesk Coordination:

• Manage incoming calls and emails, logging requests accurately in the CAFM system
• Allocate and track reactive maintenance jobs in line with SLAs
• Liaise with engineers, subcontractors, and internal teams to ensure timely completion of works
• Provide regular updates to stakeholders and maintain clear job records
• Monitor performance reports (e.g. SLA/due-to-breach) and take proactive action
• Support customer feedback and complaint resolution processes

Experience Required:

• Experience in a helpdesk, facilities, or administrative role
• Strong organisational skills and ability to manage multiple tasks
• Confident communicator with a customer focused approach
• Good IT skills (Excel, Word, CAFM systems desirable)
• Fleet administration experience (desirable but not essential)
• High attention to detail and a proactive mindset