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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.
About the role
Are you an organised, detail-driven, and proactive professional looking for a rewarding role in project coordination? Do you thrive in a fast-paced environment, ensuring efficiency and compliance while supporting a dynamic team? If so, we want to hear from you!
As a Project Coordinator Administrator working in a team of 2, you’ll play a key role in supporting our Project Managers and delivery teams. You’ll be the backbone of our operations, ensuring that commercial documents are accurately recorded, compliant, and submitted on time. You’ll manage data entry and compliance processes, updating MAXIMO records and ensuring that supplier and client payment requests are correctly logged. Quality assurance will be a major part of your role as you identify anomalies, resolve issues promptly, and drive continuous improvement in submissions from suppliers and project teams.
Your work will involve preparing and maintaining reports using MS Excel and bespoke IT systems, ensuring everything runs efficiently. You will also be responsible for coordinating meetings, producing accurate minutes and action logs, handling incoming calls professionally, and assisting in the resolution of complaints in a timely manner.
Additionally, you will support the IT department with ongoing system updates and testing, ensuring efficiency across the business. Travel to sites within SDA 29 & 58 may be required, working closely with our team to deliver successful project outcomes.
What we’re looking for
We are seeking a candidate with experience in administration, and ideally a background in Projects. Strong data processing and management skills, the ability to prioritise and meet milestones, and a proactive approach to teamwork are essential. Excellent communication skills and confidence in using IT systems, particularly Excel and Word, are also important.
While not essential, experience with MAXIMO or similar platforms and knowledge of commercial processes (NRM) would be beneficial.
You will also need to be able to pass BPSS Clearance.
We offer
- 25 days annual leave plus bank holidays
- Life assurance policy
- 6% employer matched pension contribution
This is an opportunity to be part of a mission-driven organisation supporting UK Defence. With a fast-growing company offering career progression, you will work within a collaborative, high-performing team and gain valuable experience in a critical industry.
If you are a detail-oriented, proactive, and motivated professional, we would love to hear from you. Apply today and become a key player in our exciting journey at VIVO.
