Administrator | West Moors

Who we are VIVO provides facilities management and accommodation maintenance for the UK military and its partners. VIVO embodies both experience and innovation.

What we do We put our Customers and Families First. They are the driving force behind everything we do. We drive forward improvements for them to ensure the service they receive, whether reactive repairs or a major project, is completed safely and on time. In order to achieve this, we have 4 core values: open, caring, agile and collaborative. These are at the heart of everything we do.

Contract: Full Time, Permanent

Location: West Moors – Site Based

Working Hours: 37.5 hours per week, Monday to Friday

Salary: £26,000 per annum

Are you an organised, proactive professional who enjoys building relationships, coordinating multiple priorities and making things happen? Do you thrive in a busy operational environment where no two days are the same?

We're looking for an Administrator to join VIVO Defence Services, with West Moors as the base location. Working closely with our Area Manager and Site Management teams, you'll play an important role in supporting the delivery of facilities management and Billable Works across the Defence estate. You'll help coordinate activity between operational teams, Supply Partners, contractors and customers, ensuring work progresses effectively and the team has the administrative and operational support it needs.

About the Role As Administrator, you'll provide comprehensive support to the Area Manager and Site Management teams, helping to keep day-to-day operations running efficiently. A key part of your role will be supporting the Billable Works process, including maintaining trackers, engaging with Supply Partners and raising Purchase Orders. You'll also support the allocation and closure of planned preventative maintenance (PPM) and reactive tasks, coordinate site access and passes, and help ensure information is accurately maintained within our systems.

This is a varied role where you'll regularly engage with Service Delivery Managers, Built Estate Managers, Customer Service Advisors, contractors, Supply Partners and other internal and external stakeholders. Alongside your operational responsibilities, you'll coordinate appointments and meetings, manage visitor and gate access, prepare reports, agendas, action logs and meeting minutes, maintain Health & Safety documentation and filing systems, organise office supplies and PPE, and provide wider administrative support across the Site Delivery Area (SDA). You'll also provide cover for other administration roles across the SDA when required.

What We're Looking For We're looking for someone who enjoys being at the centre of a busy operational environment and takes pride in providing a high-quality service. You'll be highly organised, adaptable and comfortable managing competing priorities while maintaining excellent attention to detail and building positive working relationships with a wide range of stakeholders.

You'll ideally have:

• Previous experience in administration
• Good working knowledge of Microsoft Office
• Experience using CAFM systems
• A full UK Driving Licence
• Strong administration and organisational skills
• Excellent communication and customer service skills

Experience within facilities management, construction, engineering or a similar operational environment would be advantageous. Because this role supports activity across the Defence estate, you'll also need to meet the relevant security and site-access requirements.

Apply today and take the next step in your career with VIVO Defence Services.

At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. Therefore, we will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool.

We are open to discussions around flexibility and flexible working and operate a hybrid work structure in many of our business areas. We are proudly a Disability Confident Leader. Disabled applicants who meet the minimum criteria for the job will be given the opportunity to demonstrate their abilities at an interview.