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: MOD Stafford
Working Hours: 37.5 hours per week, Monday to Friday; 8:00AM to 4:30PM
Be the backbone of a high-performing team
About the Role
* Central to operations, ensuring teams, systems and processes are fully supported.
* Deliver high‑quality administrative support to enable smooth and compliant operations.
* Manage incoming calls professionally and timely.
* Prepare and maintain performance reports using Excel, Maximo and other bespoke tools.
* Coordinate meetings: arrange facilities, confirm access requirements, record attendance, produce accurate minutes and action logs.
* Maintain effective digital and physical filing systems.
* Contribute to ongoing initiatives relating to Quality Assurance, Health and Safety, Security and Sustainability.
* Take ownership of key operational tasks: manage Maximo workflows, close completed jobs, raise purchase orders, schedule work for engineers.
* Handle inbound and outbound communication with customers, supply chain partners and internal offices.
* Welcome visitors to the office, engage face‑to‑face with stakeholders and support on‑site meetings.
* Resolve customer queries and complaints in a timely and professional manner.
* Assist the Helpdesk with requests for information and advice.
* Support IT teams in system improvements, including testing updates and fixes.
* Promote a positive safety culture and ensure accountability and high performance across the team.
What we are looking for
* Experience in Administration with strong IT skills, particularly Excel and Word.
* Proven experience in a busy administrative environment, ability to manage data effectively and prioritise tasks.
* Strong teamwork and communication skills.
* Confidence in handling phone-based interactions and engaging with a wide range of stakeholders.
* Experience within construction, property maintenance or a Ministry of Defence environment is advantageous.
* Familiarity with systems such as Maximo and understanding of health and safety practices or compliance requirements.
* Full driving licence and access to a vehicle would be beneficial.
Why join us
This role is critical in supporting the delivery of key contractual services and ensuring operational success. You will be part of a collaborative and purpose-driven team where your contribution has a direct impact on efficiency, compliance and service delivery. If you are ready to apply your organisational expertise in a role where it truly matters, we encourage you to apply.
VIVO Defence Services is a joint venture between Serco and EQUANS. By applying for this role, 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. 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 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.
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