Administrator | Chicksands & Henlow in Shefford

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: Covering RAF Chicksands & RAF Henlow

Working Hours: 37.5 hours per week, Monday to Friday, 8:00am – 4:30pm

Are you an organised, proactive administrator looking for a varied role where you can make a real impact every day? Do you enjoy supporting busy operational teams, building strong relationships with customers and contractors, and ensuring everything runs smoothly behind the scenes?

No two days are the same in this busy and rewarding position. You will provide comprehensive administrative support to the operational team, ensuring that maintenance activities are coordinated efficiently and accurately. Working closely with managers, contractors and Defence Infrastructure Organisation (DIO) representatives, you will play an important part in delivering an excellent customer experience.

Your day-to-day responsibilities will include:

• Raising and closing work orders
• Creating and issuing job packs
• Raising purchase orders
• Maintaining spreadsheets and producing reports to support operational performance
• Managing stationery orders, printing, scanning, filing and maintaining accurate records
• Organising and supporting weekly and monthly management meetings, preparing agendas and taking accurate minutes
• Tracking actions to help ensure successful delivery of key objectives

Experience using Maximo or a similar Computer-Aided Facilities Management (CAFM) system would be highly advantageous.

We’re looking for someone with previous administration experience, ideally gained within facilities management, property, engineering or another operational environment. You will be highly organised, able to prioritise a varied workload and comfortable working independently while supporting a busy team. You’ll have excellent Microsoft Office skills, particularly in Excel and Word, and enjoy working with data, reports and spreadsheets. Strong attention to detail is essential, together with the ability to communicate professionally with colleagues, customers, contractors and clients at all levels.

A full UK driving licence and access to your own vehicle are required due to the location of the sites, which are not accessible by public transport. The successful candidate must also be able to successfully obtain BPSS (Baseline Personnel Security Standard) Clearance before starting employment.

This is an excellent opportunity to join a supportive and collaborative team where your contribution will genuinely make a difference. If you’re looking for a rewarding administration role where your organisation, communication and problem-solving skills will be truly valued, we’d love to hear from you.

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.