Project Coordinator Administrator | HMS Collingwood
Posting Start Date: 7 Feb 2025
Location: Fareham, Hampshire, GB, PO14 1AS
Contract Type: Full Time
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: HMS Collingwood, with once a month travel throughout SDA 29 & SDA 58
Working Hours: 37.5 hours per week, Monday to Friday
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.
VIVO Defence Services:
The role you have applied for is with VIVO Defence Services, a joint venture between Serco and EQUANS. By applying for this role, please be aware that information contained within your CV may be shared between VIVO Defence Services, Serco, and EQUANS during the recruitment process.
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. If candidates wish to request extra time to apply, then they should contact 0345 010 4000 and ask to speak to a VIVO Recruiter.
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