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.
The Role
- Provide essential administrative support to ensure operations run safely, efficiently and compliantly.
- Coordinate reactive maintenance, monitor work progress and help ensure contractual commitments are delivered on time.
- Manage and allocate maintenance tasks through Maximo, monitor performance reports, raise purchase orders, update records and maintain accurate electronic filing systems.
- Support management by organising meetings, booking facilities, taking professional minutes and maintaining action logs.
- Assist the Helpdesk with customer enquiries, resolve customer issues, process BPSS paperwork for employees and contractors, coordinate visitor access and inductions, manage meeting room bookings and support pool vehicle records, servicing schedules and compliance documentation.
- Maintain Health & Safety communications, manage visitor records in line with GDPR requirements and support the wider team with a variety of administrative tasks.
About You
You will be highly organised, motivated and able to manage a varied workload while maintaining exceptional attention to detail. You enjoy working in a busy environment where priorities can change and are confident communicating with colleagues, customers and contractors at all levels. You have strong administrative skills and are comfortable using Microsoft Office, particularly Excel, with a willingness to learn systems such as Maximo and other bespoke business applications. Most importantly, you are proactive, dependable and committed to delivering excellent customer service while maintaining the highest standards of accuracy, confidentiality and compliance.
Requirements
- Must be able to pass BPSS Clearance to be eligible for this role.
At VIVO, we are committed to building a diverse and inclusive organisation that supports the needs of all. We will make reasonable adjustments at interview through to employment for our candidates and strongly encourage applications from a diverse candidate pool. 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.
Administrator | RAF Waddington in Lincoln employer: VIVO Defence Services
VIVO Defence Services is an exceptional employer, offering a dynamic work environment where apprentices can thrive while gaining hands-on experience in Facilities Management. With a strong focus on employee growth, the company provides opportunities for further education and professional development, alongside attractive benefits such as a company car, pension scheme, and generous annual leave. Working at VIVO not only allows you to contribute to meaningful projects across the southeast and southwest regions but also fosters a supportive culture that values innovation and teamwork.
