About the Role
You will be central to the operation, ensuring that teams, systems, and processes are fully supported. Your work will enable smooth and compliant operations while managing incoming calls professionally and timely. You will prepare and maintain performance reports using systems such as Excel, Maximo, and bespoke tools.
Key responsibilities include coordinating meetings (arranging facilities, confirming access, recording attendance, and producing accurate minutes and action logs), maintaining effective filing systems (digital and physical), managing workflows within Maximo, closing completed jobs, raising purchase orders, and scheduling work for engineers. You will handle inbound and outbound communication with customers, supply‑chain partners, and internal offices, welcome visitors, and support on‑site meetings. Your role will also support the Helpdesk, collaborate with IT teams on system improvements, and promote a positive safety culture.
Responsibilities
* Provide high‑quality administrative support to ensure smooth and compliant operations.
* Deliver performance reports using Excel, Maximo, and other bespoke tools.
* Coordinate meetings: arrange facilities, confirm access, record attendance, produce minutes and action logs.
* Maintain effective filing systems, both digital and physical.
* Operate Maximo workflows, close jobs, raise purchase orders, and schedule work for engineers.
* Handle inbound and outbound communication with customers, supply‑chain partners, and internal offices.
* Welcome visitors, engage stakeholders, and support on‑site meetings.
* Assist the Helpdesk and collaborate with IT teams on system improvements, testing updates and fixes.
* Promote a positive safety culture and ensure accountability across the team.
Qualifications
* Experience in an administrative environment with strong IT skills in Microsoft Excel and Word.
* Ability to manage data effectively, prioritise tasks, and meet tight deadlines.
* Strong teamwork and communication skills, including confidence in phone‑based interactions and engagement with a wide range of stakeholders.
* Experience in construction, property maintenance, or a Ministry of Defence environment is advantageous.
* Familiarity with Maximo and a solid understanding of health and safety practices or compliance requirements.
* Full driving licence and access to a vehicle (beneficial).
Benefits
Full‑time, permanent position. 37.5 hours per week, Monday to Friday, 8:00 AM–4:30 PM. Location: MOD Stafford. Flexible working arrangements are supported and we are a Disability Confident Leader.
EEO Statement
VIVO is committed to building a diverse and inclusive organisation. We encourage applications from candidates of all backgrounds and will make reasonable adjustments throughout the recruitment process.
By applying for this role, you acknowledge that VIVO Defence Services will share your CV information with Serco and EQUANS during the recruitment process.
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