Overview
Reporting to the variety of managers within the business, the Small Works Coordinator ensures smaller refurbishment and maintenance projects are delivered smoothly, on time, and to high standards. You will coordinate resources and liaise with contractors, clients, and internal teams, while raising purchase orders, managing invoices, and keeping project trackers up to date. Clear communication is a key part of the role, providing progress updates and reports to stakeholders. You will solve problems as they arise to ensure deadlines are achieved and contribute to a culture of collaboration, fairness, and pride across the team.
Are you an organised problem-solver with a talent for keeping projects moving and people connected? Do you thrive in a fast-paced environment where no two days are the same? If so, we’d love to hear from you.
We are looking for someone who is highly organised, confident in managing multiple priorities, and able to work effectively under pressure. You should have experience using Microsoft 365 and be familiar with CAFM or other project management systems. Strong communication skills are essential, as you will need to build positive relationships with colleagues and contractors. Resilience, adaptability, and the ability to find practical solutions are also key to success in this role. To be successful, you will need previous experience in an administrative or project coordination role, along with a strong working knowledge of Microsoft 365. Experience with CAFM systems is essential. It would be an advantage if you have a background in housing or accommodation services, or if you have ex-military experience or familiarity with MOD estates.
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. VIVO Defence Services - a joint venture between Serco and Engie - has been awarded a 7-year contract to deliver repairs, maintenance, and refurbishment projects across 27,000 homes in the South of England. We are now looking for a Small Works Coordinator to join our growing team and help deliver essential accommodation services for those who serve our nation.
Responsibilities
* Coordinate resources for small refurbishment and maintenance projects.
* Liaise with contractors, clients, and internal teams.
* Raise purchase orders and manage invoices.
* Keep project trackers up to date and provide progress updates to stakeholders.
* Identify and solve problems to meet deadlines while maintaining quality.
* Contribute to a culture of collaboration, fairness, and pride within the team.
Qualifications
* Experience in an administrative or project coordination role.
* Strong working knowledge of Microsoft 365.
* Experience with CAFM or other project management systems (essential).
* Strong communication, relationship-building, and stakeholder management skills.
* Resilience, adaptability, and the ability to find practical solutions under pressure.
* Background in housing or accommodation services or familiarity with MOD/defence estates is advantageous.
Benefits
* Up to 6% contributory pension scheme
* 25 Days annual leave plus bank holidays
* Volunteer leave
* One paid professional subscription
* Life Assurance Policy
* Employee discount and reward schemes
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