Administrator | Royal Citadel

Who We Are

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.

Full Time, Permanent

The Royal Citadel, Plymouth, 100% office based

37.5 hours per week, Monday to Friday, 8:00am – 4:30pm

Are you an organised, confident administrator with excellent communication skills and a talent for keeping things running smoothly? Do you enjoy being the friendly face of a busy office while also making sure the administration behind the scenes is accurate and efficient?

VIVO is looking for a Built Estate Administrator to join our team at The Royal Citadel in Plymouth. This is an exciting opportunity to become an integral part of a close-knit team supporting the delivery of essential infrastructure and facilities management services across the UK Defence estate.

The role is 100% office based and The Royal Citadel is accessible by public transport, making this a convenient location for candidates travelling into Plymouth.

Working as part of a team of five in Plymouth and reporting to the Area Manager, you’ll provide a varied mix of receptionist and administrative support to the site management team.

You’ll be a key point of contact for visitors, colleagues and stakeholders, helping to ensure the office runs efficiently and professionally. From coordinating meetings and managing site access to maintaining records, preparing reports and supporting the allocation and closure of PPM and reactive tasks, this role offers plenty of variety.

There may also be occasions where support is required for other teams across the business, depending on operational requirements.

Your day-to-day responsibilities will include booking appointments, gate access and meeting rooms, welcoming and registering visitors, answering queries and providing a professional first point of contact.

You’ll prepare meeting agendas, minutes, action logs and reports, maintain electronic and hard-copy filing systems, manage office supplies and PPE, and ensure important H&S information and noticeboards are kept accurate and up to date.

You’ll also coordinate incoming and outgoing post, support H&S induction packs, assist with site security requirements and provide general administrative support to the wider team.

The role will also involve working with systems such as Maximo or other CAFM systems, so previous experience would be a distinct advantage.

We’re looking for an administrator who is organised, approachable and confident communicating with a wide range of people. This could suit someone with experience in an administration, receptionist, office support or customer service environment who enjoys being at the heart of a busy team.

Strong administration and organisational skills are essential, alongside excellent written and verbal communication skills and a good working knowledge of Microsoft Office, particularly Excel. Experience using Maximo or another CAFM system would be advantageous.

The successful candidate will be able to manage multiple tasks and priorities effectively, demonstrate a professional and customer-focused approach, and have strong attention to detail with a proactive attitude.

BPSS Clearance is required for this role,…