Billable Works Project Coordinator | Hybrid

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

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: Hybrid, 3 days homebased and 2 days based in Larkhill Office (SP4 8NR)

Working Hours: 37.5 Hours per week, Monday to Friday

Are you organised, detail-oriented, and ready to make a difference in delivering vital infrastructure for the UK Defence sector? At VIVO, we’re on the lookout for a proactive and motivated Billable Works Project Coordinator to join our growing commercial team.

About the role:

As a Billable Works Project Coordinator working in a team of 3, your role will be to provide critical administrative and data entry support for the accurate and timely submission of commercial documentation. You’ll work closely with suppliers and internal delivery teams to ensure paperwork is compliant, costings are accurate, and all project data is recorded correctly within our systems. You will be supporting the 10 person commercial team and also the wider operations team on the Billable Works contract.

Whether you’re updating MAXIMO records, supporting the statement of need process, or scrutinising supplier quotes for accuracy, you’ll play an integral part in keeping our projects on track and within scope.

You’ll be based primarily at our Heath House office in Larkhill, with the flexibility to work from home up to three days a week, depending on business needs. Occasionally, you may be asked to travel for face-to-face meetings with colleagues at our offices across the South West and South East.

What you’ll need:

• You’ll need to be confident working with systems like Excel and Word, and ideally have experience or familiarity with MAXIMO or commercial processes, though this isn’t essential.
• A background in administration is essential, with experience in data management or pricing being highly desirable.
• You will also ideally have knowledge of schedule of rates, but training will be provided.

If you're looking for a role where your skills are valued, your contributions make a difference, and your career can thrive, this is the opportunity for you.

What we offer:

• Up to 6% contributory pension scheme
• 25 Days annual leave
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy
• Employee discount and reward schemes

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.