Administrator | Larkhill

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.

Permanent, Full‑Time

Larkhill, Hampshire, GB, SP4 8NR
(100% Office Based)

Monday to Friday, 8:00 am – 5:00 pm (40 hours per week)

£24,000 – £27,000 per annum

We are seeking a highly organised and proactive Billable Works Coordinator to join our team based in Aldershot. This is an exciting opportunity to play a vital role within our Billable Works function, providing essential administrative and coordination support to the Damp and Mould team and the wider Billable Works department.

In this role, you will take ownership of managing data, collating repair reports, and compiling information to support the delivery of small works projects. You will manage the team’s inbound email inbox, distributing work enquiries from Pinnacle to the appropriate Small Works Manager and ensuring information is captured accurately and efficiently. You will also be the first point of contact for military families, communicating professionally over the phone to gather details and provide updates.

Working directly with Tier 1 contractors, you will ensure clear communication and timely progress on all projects. You will work closely within a small team of three, whilst also working with the wider team across the SW and SE. You will manage your own workload and priorities. The role is entirely office based, Monday to Friday, 8:00 am to 5:00 pm, with occasional travel required across the Southeast and Southwest for meetings or training.

The ideal candidate will be confident, professional, and well‑organised, with the ability to work independently and use their initiative. You will have excellent data management and reporting skills, with a strong command of Microsoft Excel to collate, analyse, and present information clearly. You should possess outstanding communication skills, both written and verbal, with a professional and approachable manner when dealing with clients, contractors, and military families.

Attention to detail, reliability, and the ability to prioritise tasks in a busy environment are essential. You should be proficient in all Microsoft Office packages. Experience using Maximo applications would be advantageous, as would previous experience in a facilities, maintenance, or project coordination environment. The ability to obtain and maintain BPSS clearance is required. This site is not accessible by public transport, so it is highly advantageous that you have a full UK drivers licence.

• Up to 6% contributory pension scheme
• 25 Days annual leave
• Volunteer leave
• One paid professional subscription
• Life Assurance Policy
• Employee discount and reward schemes

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.